Privacy Policy

1. Information We Collect

We may collect and process the following categories of personal data:

1.1 Personal Identification Information

• Name, email address, phone number
• Company name and job title
• Postal address and billing information
• Professional credentials and qualifications

1.2 Technical Information

• IP address and browser type
• Device information and operating system
• Cookies and similar tracking technologies
• Website usage data and analytics

1.3 Communication Data

• Correspondence via email, phone, or contact forms
• Feedback, inquiries, and support requests
• Meeting notes and consultation records

2. How We Use Your Information

We process your personal data for the following purposes, based on legitimate legal grounds:

2.1 Service Delivery (Contract Performance)

• Providing consulting and technology services
• Processing appointments and service requests
• Managing client relationships and projects
• Delivering requested information and documentation

2.2 Communication (Legitimate Interest)

• Responding to inquiries and support requests
• Sending service updates and notifications
• Providing technical support and assistance

2.3 Marketing (Consent)

• Sending newsletters and promotional materials (with your consent)
• Informing you about new services and offerings
• Conducting market research and surveys

2.4 Legal Compliance

• Complying with legal obligations and regulations
• Protecting our legal rights and interests
• Preventing fraud and ensuring security

3. Legal Basis for Processing

Under GDPR, we process your personal data based on:

• Consent: You have given clear consent for us to process your personal data for specific purposes
• Contract: Processing is necessary for a contract we have with you, or to take steps at your request before entering into a contract
• Legal Obligation: Processing is necessary for us to comply with the law
• Legitimate Interests: Processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect your personal data which overrides those legitimate interests

4. Data Sharing and Disclosure

We may share your information with:

4.1 Service Providers

• Cloud hosting and IT infrastructure providers
• Email and communication service providers
• Analytics and performance monitoring services
• Payment processors and financial institutions

4.2 Business Partners

• Technology partners and OEM suppliers (with your consent)
• Subcontractors for project delivery
• Professional advisors (lawyers, accountants, auditors)

4.3 Legal Requirements

• Government authorities and regulatory bodies
• Law enforcement agencies when legally required
• Courts and dispute resolution bodies

We ensure all third parties respect the security of your personal data and treat it in accordance with the law. We only allow them to process your data for specified purposes and in accordance with our instructions.

5. International Data Transfers

As VTC operates internationally, your data may be transferred to, stored, or processed in countries outside the European Economic Area (EEA). When we transfer your data outside the EEA, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions by the European Commission
• Binding Corporate Rules or other approved mechanisms

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Regular security assessments and penetration testing
• Access controls and authentication mechanisms
• Employee training on data protection and security
• Incident response and breach notification procedures
• Regular backups and disaster recovery plans

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including:

• Client Data: Duration of the business relationship plus 7 years for legal and accounting purposes
• Marketing Data: Until you withdraw consent or request deletion
• Website Analytics: 26 months from collection
• Communication Records: 3 years from last contact

8. Your Rights Under GDPR

You have the following rights regarding your personal data:

8.1 Right of Access

You have the right to request copies of your personal data.

8.2 Right to Rectification

You have the right to request correction of inaccurate or incomplete data.

8.3 Right to Erasure

You have the right to request deletion of your personal data under certain circumstances.

8.4 Right to Restrict Processing

You have the right to request restriction of processing your personal data.

8.5 Right to Data Portability

You have the right to request transfer of your data to another organization or directly to you.

8.6 Right to Object

You have the right to object to processing based on legitimate interests or for direct marketing purposes.

8.7 Right to Withdraw Consent

Where processing is based on consent, you have the right to withdraw consent at any time.

8.8 Right to Lodge a Complaint

You have the right to lodge a complaint with your local data protection authority.

To exercise any of these rights, please contact us using the details provided below.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small text files stored on your device. We use:

9.1 Essential Cookies

Required for website functionality and security.

9.2 Performance Cookies

Help us understand how visitors interact with our website.

9.3 Functional Cookies

Remember your preferences and settings.

9.4 Marketing Cookies

Track your activity to deliver relevant advertisements (with your consent).

You can control cookie settings through your browser preferences. However, disabling certain cookies may affect website functionality.

10. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

13. Data Protection Officer

For data protection inquiries, you may contact our Data Protection Officer at: info@victoriatek.com