Legal

Privacy Policy

Effective Date: 20 August 2026 (20/08/2026)
Last Updated: 20 August 2026 (20/08/2026)

At ProRedLine, we value your privacy. This policy explains how we collect, use, and protect your personal information.

Data Controller
ProRedLine is a sole proprietorship established in the Netherlands and is responsible for the processing described in this Privacy Policy.

Trade name: ProRedLine
Chamber of Commerce number: 95892494
Email: info@proredline.com

Registered business address:
Repelstraat 10
3295 CM ‘s-Gravendeel
The Netherlands

Correspondence address:
P.O. Box 5449
3299 ZG Maasdam
The Netherlands

1. Data We Collect

  • Account Information: Name, address, email, phone number (optional), IP address, and (for Business Customers) company details and VAT number.
  • Order Information: Payment details and order history (processed via WooPayments/Stripe and Klarna; ProRedLine does not store full card details).
  • Usage Data: Information on server usage, interactions with service control panels, and the Billing Portal (account.proredline.com).
  • Cookies: We use cookies to improve your experience and collect data on website usage for analytics and security purposes. See our Cookie Policy for full details.
  • Support-related Data:
    • Encrypted login data submitted voluntarily for troubleshooting.
    • Ticket metadata (timestamps, status changes, PDF downloads).
    • Satisfaction survey responses, linked to the customer’s name and support ticket for internal service quality evaluation.
  • Profile Images: You may optionally upload a profile image associated with your account.
  • Account & Login: Creating and accessing an account is only possible via account.proredline.com.
  • Marketing and Communications Data: If you subscribe to our newsletter, marketing emails, browser push notifications (where enabled), or other communications managed through Brevo, we may process the following categories of data:
    • email address;
    • first name;
    • last name;
    • phone number (if provided or synced);
    • subscription and consent status, including opt-in, double opt-in confirmation status, unsubscribe status, and communication preferences;
    • website signup source, such as newsletter forms, footer forms, article forms, registration-related opt-in fields, account-related opt-in fields, and checkout-related opt-in fields;
    • ecommerce data synced from WooCommerce, such as customer status, order data, purchased products, product names, product categories, abandoned cart data, and order values;
    • campaign engagement data, such as whether an email was delivered, opened, clicked, or unsubscribed from;
    • website interaction and analytics data, such as page visits and related event/activity data where enabled;
    • push notification identifiers and push subscription status;
    • anonymous push/contact identifiers where a push subscriber is not yet identified;
    • once a user logs in and identification becomes available, push-related data may be linked to that user’s account details, such as name and email address.
  • Telephony and Communications Data: When you contact ProRedLine by telephone, or when ProRedLine contacts you, we may process your telephone number, the called or calling number, the date, time and duration of the call, call-routing information, extension or queue information, call status, voicemail messages where used, and related technical logs. The contents of calls are not recorded unless this is explicitly stated before recording begins and a valid legal basis applies.
  • VAT and Tax Profile Data:
    For Customers who provide a VAT identification number or VAT-relevant billing information, we may process:
    • VAT identification number;
    • billing country and relevant billing/address information;
    • VIES validation result and validation time;
    • Consumer/Business tax classification;
    • VAT exemption or reverse-charge status where applicable;
    • tax-profile changes associated with active Subscriptions;
    • audit records showing when and why a Subscription tax profile was updated.
  • Subscription, Renewal and Accounting Data:
    We process information relating to Subscriptions, renewal orders, Renewal Invoices, payment attempts, payment status, Due Dates, billing periods, cancellations, refunds, Credit Notes and associated accounting/audit records.

We provide our services only to customers within the European Union. Personal data may also be collected from prospective customers or subscribers who interact with our websites, forms, or communications.

2. How We Use Your Data

We use collected data for the following purposes:

  • To process and fulfill orders and payments.
  • To provide customer support via our ticket system and integrated channels (including email piping and WhatsApp support).
  • To maintain and improve our services, infrastructure, and security.
  • To comply with legal obligations (e.g., tax retention requirements).
  • To generate downloadable PDF reports of tickets (on request).
  • To store encrypted credentials for technical support and delete them after closure.
  • To assess and improve support quality via linked feedback and surveys.
  • To send opt-in newsletter emails, product updates, service news, and other marketing communications through Brevo.
  • To operate a double opt-in process for newsletter and marketing subscriptions.
  • To manage subscription preferences, profile updates, unsubscribes, and consent records.
  • To send browser push notifications where enabled and where the user has granted permission.
  • To analyze and improve our email campaigns, push campaigns, website communications, and related engagement metrics.
  • To segment audiences and personalize marketing communications based on signup source, account status, purchase history, product interest, abandoned carts, website behavior, and campaign engagement.
  • To send important manually prepared service or account-related communications through Brevo where such messages are not marketing in nature, such as important policy changes, privacy-related notices, security notices, service-impacting changes, or other essential account/service updates.
  • To operate ProRedLine’s telephone and VoIP systems, route incoming and outgoing calls, provide telephone support, manage call queues and voicemail, prevent abuse and fraud, troubleshoot technical problems, and maintain the security and availability of communications services.
  • To validate VAT identification numbers and determine the correct VAT treatment for purchases and future Subscription renewals.
  • To automatically update applicable active Subscription tax profiles when Customers change VAT-relevant billing information.
  • To calculate VAT under Dutch and EU rules, including the EU One Stop Shop (OSS) and reverse-charge rules.
  • To create, retain and administer Renewal Invoices and Credit Notes.
  • To maintain audit records showing the VAT, tax and billing information used for invoiced transactions.
  • To notify Customers of material changes to the VAT/tax treatment applied to future Subscription renewals.

Important distinction: Automatic website, account, and order-related emails, such as password reset emails, order confirmation emails, and similar system-generated messages, are generally sent through ProRedLine’s own infrastructure and not through Brevo. Brevo is used for newsletter/marketing communications, browser push notifications, and certain manually prepared important service communications.

3. Legal Basis for Processing

We process data under the following GDPR bases:

  • Performance of a contract (Article 6(1)(b)) – providing ordered services, including important service or account-related communications necessary for the performance, management, or continuity of the service.
  • Compliance with legal obligations (Article 6(1)(c)) – e.g., bookkeeping, tax obligations, and legally required record-keeping.
  • Legitimate interests (Article 6(1)(f)) – improving services, preventing abuse, maintaining security, analyzing communications performance, and managing essential non-marketing service communications.
  • Consent (Article 6(1)(a)) – for newsletter marketing, browser push notifications where enabled, optional analytics/tracking where applicable, cookies, and related marketing preferences.

4. Data Protection

We implement firewalls, antivirus software, and secure storage to protect your data.

  • Data is retained only as long as necessary for legal and operational purposes.
  • In the event of a personal data breach, ProRedLine will assess the risk and comply with GDPR notification obligations. Where required, the competent supervisory authority will be notified without undue delay and, where feasible, within 72 hours of becoming aware. Where the breach is likely to result in a high risk to individuals, affected individuals will be informed without undue delay.
  • Separation of duties: only authorized staff access customer data.
  • Encrypted Credentials Storage:
    • Credentials shared through the ticket system are encrypted before storage and can only be accessed by authorized personnel. They are used exclusively for resolving the related ticket and are purged after resolution or cancellation of said ticket.

5. Data Retention Periods

We retain your data for the following periods:

  • Inactive accounts: Retained for 12 months after the account becomes inactive, unless certain account, order, transaction, security or contractual records must be retained for a longer period under this Privacy Policy or applicable law.
  • Pending orders: Retained for 7 days.
  • Failed orders: Retained for 7 days.
  • Cancelled orders: Operational cancelled-order data may normally be retained for up to 60 days where no longer required. However, where a cancelled order is connected to an invoice, Credit Note, VAT record, accounting record, transaction, dispute, security event or other legally relevant record, the relevant information is retained for the applicable statutory or compliance retention period.
  • Completed orders and related financial records: Retained for at least 7 years where required for Dutch tax and accounting obligations. Records relating to transactions reported under the EU One Stop Shop or another applicable special tax scheme may be retained for 10 years or for another legally required period.
  • Payment transaction records received from payment providers: Retained as part of ProRedLine’s financial administration for the applicable statutory retention period. Payment providers may apply their own independent retention periods.
  • Personal support ticket details: Retained for 12 months.
  • Deleted support tickets: Retained for 30 days.
  • Encrypted credentials: Retained until the ticket is marked as ‘closed’ or ‘cancelled’.
  • Invoices, Credit Notes and related accounting records: Retained for at least the applicable Dutch statutory accounting/tax retention period. Records relating to transactions reported under the EU One Stop Shop (OSS), including relevant invoice, VAT and supporting transaction information, may be retained for at least 10 years where required.
  • VAT/VIES validation records and Subscription tax-profile audit records: Retained for as long as reasonably necessary to demonstrate the VAT treatment applied to transactions and renewals and, where linked to accounting or OSS records, for the applicable statutory retention period.
  • Satisfaction survey responses: Satisfaction survey responses are stored in connection with your name and ticket ID for a period of 12 months. After 12 months, all personal identifiers (such as name, email, and IP addresses) are removed, and the feedback is anonymized for statistical purposes.
  • Ticket PDFs (user/agent-generated): Not stored by ProRedLine. These documents are generated only upon the user’s request. If the user is unable to download the ticket summary, support agents may generate and send the PDF via email upon request. The PDF will not be stored by ProRedLine or its staff after it has been sent, unless explicit consent is provided by the customer for temporary retention (e.g., for follow-up purposes).
  • Newsletter / marketing subscribers: Retained as long as the user remains subscribed.
  • Unsubscribed email contacts: Retained as long as necessary to respect unsubscribe/suppression status and to prevent unwanted resubscription, and may also be retained where the email address remains necessary for non-marketing service communications.
  • Push subscribers linked to an account: Retained as long as the relevant account exists or until push notifications are disabled/unsubscribed.
  • Anonymous push subscribers: Retained as long as the browser/device subscription remains active or until it becomes inactive, expires, or is unsubscribed.
  • Abandoned cart and related marketing automation data: Retained for up to 12 months since the last relevant activity.
  • Campaign engagement, website visit, and related Brevo analytics/event data: Retained for up to 24 months since the last relevant interaction, unless a shorter technical retention period applies.
  • Brevo contact data used for manually prepared important service communications: Retained as long as necessary for the relevant customer relationship, support, compliance, and service communication purposes.
  • Call detail records and technical telephony logs: Retained for up to 6 months, unless longer retention is required for security, billing, dispute resolution or legal obligations.
  • Voicemail messages: Retained until deleted, handled or no longer necessary, with a maximum retention period of 90 days.
  • Call recordings: ProRedLine does not ordinarily record telephone calls. If recording is introduced, callers will be informed in advance and the applicable purpose, legal basis and retention period will be stated.

Personal data will be deleted or anonymized after the applicable retention period, unless continued limited retention is required by law, necessary for security or suppression purposes, or required for the establishment, exercise or defence of legal claims. Data contained in secured backups may remain until the relevant backup is overwritten in accordance with ProRedLine’s backup retention schedule.

6. Your Rights

Under the General Data Protection Regulation (GDPR), you have the following rights, subject to applicable legal conditions and exceptions:

  • Request access to your personal data.
  • Request correction of inaccurate or incomplete personal data.
  • Request deletion of your personal data (“right to be forgotten”).
  • Request restriction of the processing of your personal data.
  • Object to the processing of your personal data where processing is based on legitimate interests.
  • Request a copy of your personal data in a structured, commonly used and machine-readable format where the right to data portability applies.
  • Withdraw your consent at any time where processing is based on consent. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
  • Lodge a complaint with your local data protection authority if you believe your personal data has been processed unlawfully.

To exercise any of these rights, please submit a request as described in Section 12 of this Privacy Policy.

7. Sharing Data

We do not sell your data. We only share personal data with essential service providers, processors, professional partners and other recipients where necessary.

  • Contabo GmbH (Germany) – hosting infrastructure, including servers located within Germany, the United Kingdom and the United States.
  • WooPayments / Stripe / Klarna – payment processors.
  • Wordfence Security / Really Simple Security – security and logging.
  • Google Analytics (via Site Kit), Jetpack, Google for WooCommerce – analytics.
  • OpenProvider B.V. (Netherlands) – domain registration, registrar services and related registry communications.
  • CheapConnect – telecommunications and VoIP services, including the routing of incoming and outgoing calls, telephone numbers, call metadata and related technical communications data. Depending on the processing activity and applicable telecommunications law, CheapConnect may act as an independent Data Controller or as a service provider processing data in connection with the telecommunications service.
  • WhatsApp / Meta – customer communications and support where the Customer voluntarily contacts ProRedLine through WhatsApp. WhatsApp and Meta may process account, device, communications and metadata in accordance with their own privacy terms. Customers may alternatively contact ProRedLine through email or the support ticket system.
  • Brevo – newsletter delivery, browser push notifications (where enabled), contact management, segmentation, automations, analytics, and certain manually prepared important service communications.
  • European Commission / VIES and relevant national VAT databases – VAT identification numbers and related validation information may be submitted for VAT validation where required to determine Business Customer and reverse-charge eligibility.

All processors are selected with appropriate data protection safeguards and, where applicable, GDPR-compliant contractual arrangements. Where Brevo is used, ProRedLine may share contact data, consent status, communication preferences, ecommerce-related customer data, campaign engagement data, website/event analytics data, and push subscription data as necessary for newsletter delivery, push notifications, communication management, segmentation, personalization, automation, analytics, and important manually prepared service communications.

ProRedLine also uses self-hosted software, including cPanel & WHM, SupportCandy, FreePBX and Uptime Kuma. Where these systems operate entirely on ProRedLine-controlled infrastructure and do not disclose personal data to their developers, they are not treated as external recipients under this section.

ProRedLine operates a geographically distributed infrastructure for redundancy, resilience, DNS availability, monitoring and communications. Depending on the service used, limited categories of personal data may be processed through infrastructure located in different jurisdictions as described in this Privacy Policy.

Data Processing Agreement (DPA):

If you use ProRedLine services to process personal data as a Controller (for example, by running a website with visitor data or using our email hosting), our DPA automatically applies. The current version is always available here: https://proredline.com/legal/data-processing-agreement/.

We will update the list of subprocessors in this Privacy Policy; material changes will be communicated via our website or email.

Controller vs Processor

  • For ProRedLine’s webshop, billing, account administration, fraud prevention, and support operations, ProRedLine acts as Data Controller.
  • For Customer content and personal data processed through web hosting, DNS hosting, email hosting and related infrastructure services, the Customer typically acts as Data Controller and ProRedLine acts as Data Processor. In those cases, our Data Processing Agreement (DPA) applies.

8. Brevo Communications

ProRedLine uses Brevo for newsletter delivery, browser push notifications (where enabled), contact list management, segmentation, automations, analytics, and certain manually prepared important service communications.

Newsletter and marketing emails are sent only on the basis of opt-in and, where used, double opt-in confirmation. Users can unsubscribe or update their details through the relevant links in those emails or via ProRedLine Support.

Where enabled, browser push notifications are separate from email subscriptions. Push permissions are managed through the user’s browser/device settings. Push subscriptions may initially be anonymous and may later be linked to a known ProRedLine account when the user logs in.

Brevo is not generally used for automatic website/account/order emails such as password reset emails or automatic order confirmations, which are normally sent through ProRedLine’s own infrastructure.

9. Domain Registration

If you register or transfer a domain through ProRedLine, we share the necessary registration data with our domain provider(s) and, where required, the relevant registry/registrar for the purpose of fulfilling the domain registration or transfer.

The categories of data shared typically include (where applicable): full name, company name, address, email address, phone number, and Chamber of Commerce (KVK) details (for business customers).

WHOIS / Registration Data

Domain registration data is generally based on the billing details used during purchase (or the details required for the domain registration).

Where WHOIS privacy is supported, ProRedLine will generally apply privacy features for private individuals by default where feasible. Some registries/registrars may publish certain information depending on their rules and the domain extension.

Changes to domain registration/WHOIS details can be requested via our ticket system and may require verification.

Verification Emails

Some domain extensions and registries/registrars may require registrant email verification. It is the Customer’s responsibility to complete verification within the timeframe stated in the verification request. Failure may result in restrictions or suspension at registry/registrar level.

10. Internal ProRedLine Plugins

We use internally developed plugins within our WordPress multisite for automation and service management. These may include:

  • PRL Commerce: automatically deletes unverified accounts after 7 days.
  • PRL Core: manages incidents and maintenance.
  • PRL Site Notices: displays product options and configurations.
  • PRL Renewals: manages prepaid Subscription renewal generation, renewal invoicing, payment scheduling, VAT/tax-profile synchronization, VAT audit logging, due-date cancellation and accounting Credit Note workflows.
  • PRL Starter: Getting started with wordpress.

These plugins operate solely within ProRedLine’s systems, do not transfer data to external parties, and process only customer data already provided.

11. Children’s Privacy

Our services are not intended for individuals under the age of 16. We do not knowingly collect data from children.

12. Data Access and Deletion Requests

You can request access to or deletion of your personal data at any time by opening a ticket at account.proredline.com.

Use the appropriate category:

  • Export Personal Data Request — for an overview of stored data.
  • Erase Personal Data Request — to delete your data across all ProRedLine systems (except data we are legally required to retain).

Requests are processed manually and carefully.

Once confirmed:

  • Deletion or export will begin as soon as possible
  • Requests will normally be handled within one month in accordance with the GDPR. Where certain data cannot yet be deleted because it remains necessary for an active service, contractual obligation, legal retention requirement, security purpose or the establishment, exercise or defence of legal claims, ProRedLine will inform the requester of the applicable reason and retain only the data that remains necessary.

For newsletter subscriptions, subscribed users can also unsubscribe or update their contact details via the links included in newsletter emails and related subscription emails. If this does not work, ProRedLine Support can assist manually.

Where browser push notifications are enabled, users can generally unsubscribe through their browser or device settings. If the push subscription is linked to a known ProRedLine account and the user contacts support using the same email address, ProRedLine may also assist manually where possible. Anonymous push subscriptions that are not linked to an identifiable account may not always be manually removable by ProRedLine.

Where a user requests deletion of their Brevo-related marketing or push profile, ProRedLine may remove or disable those marketing/push-related data records. However, the email address itself may still be retained where necessary for important non-marketing service communications, suppression management, compliance, or where the ProRedLine account remains active. Full removal of the email address from Brevo may only take place when the related ProRedLine account is fully deleted and where no overriding legal or operational basis requires further retention.

13. International Data Transfers

Personal data is primarily processed and stored within the European Economic Area (EEA), primarily in Germany.

To provide geographically distributed and resilient infrastructure, certain technical services, primarily DNS and related infrastructure services, may also process limited categories of personal data through infrastructure located in the United Kingdom and the United States.

Transfers to countries for which the European Commission has adopted a valid adequacy decision, including the United Kingdom, may take place on the basis of that adequacy decision.

Where personal data is transferred to a country or recipient not covered by an applicable adequacy decision, ProRedLine ensures that an appropriate transfer mechanism is used in accordance with Chapter V of the GDPR. Such safeguards may include the European Commission’s Standard Contractual Clauses, together with supplementary safeguards where required, or another legally recognized transfer mechanism.

Further information about the applicable safeguards may be requested by contacting ProRedLine.

14. Data Analysis and Monitoring

  • We may monitor network traffic and server activities to ensure the security and integrity of our services, as well as to comply with legal obligations.
  • We monitor network traffic and server activity across our distributed infrastructure for security, enforcement of the Acceptable Use Policy, incident response and compliance purposes.
  • Any personal data obtained during monitoring will be processed in accordance with applicable privacy laws and used solely for security purposes.

15. Use of Our Mobile App

Our mobile app is managed by ProRedLine and provides the following features:

  • Displaying web pages
  • Local data storage via local database storage (TinyDB)
  • Push notifications (if enabled)

15a. What Data Do We Collect?

When using our app, we may process the following data:

  • Device ID (for notifications, if enabled)
  • IP address (if a web page records it)
  • User preferences (stored in TinyDB, only locally on the device)

We do not collect any personal data, unless the user manually enters it in the app or on a web page.

15b. Why Do We Collect This Data?

  • To ensure the app functions properly
  • To send notifications (if allowed)
  • To remember user preferences (via TinyDB)

15c. Permissions & User Rights

By installing and using the app, the user grants permission for the processing of this data.

Users have the right to:

  • View, correct, or delete their data
  • Withdraw consent for notifications via the app settings

15d. Use of Third-Party Services

Our app may load web pages that use third-party services (such as cookies and tracking). We recommend reading the privacy policy of these services.

15e. Data Storage & Security

All user data stored by the app remains local on the user’s device via TinyDB. We do not store any app data on external servers.

15f. How to Delete Your App Data

Users have the ability to delete their app data at any time. This can be done in two ways:

  1. Within the App
    You can delete your data by going to the app settings. Here, you will find the option to clear app data. This will remove all locally stored information, such as preferences and settings saved in TinyDB.
  2. Via Android Settings
    You can also delete the app’s data through your Android device’s settings. To do this:
    1. Go to Settings on your device
    1. Tap on Apps or App Management
    1. Find and select the “ProRedLine” app
    1. Tap Storage
    1. Choose Clear Data or Clear Storage to remove all data associated with the app

This does not affect data stored on ProRedLine systems such as account details, which can be erased through a support request as described in section 12.

16. Changes to the Privacy Policy

ProRedLine reserves the right to modify this Privacy Policy at any time. Changes will be communicated via our website and, where appropriate, via email or other service-related communication channels. Where required, we will inform users before new processing activities take effect.

For questions or concerns about this policy, contact us at info@proredline.com.