Privacy Policy | Ostraplex

This Privacy Policy describes how ostraplex (ostraplex OÜ) collects, uses, and protects your personal information. We are committed to protecting your privacy and handling your data responsibly. This policy outlines our practices regarding data collection, usage, retention, and your rights as a user of our corporate gift box curation services.

Who We Are

We are a corporate gift box curation company based in Tallinn, Estonia, specializing in branded corporate gift box assembly and bulk holiday present curation services. We are the data controller responsible for processing your personal information when you interact with our website, submit inquiries, or use our services. Our commitment is to ensure transparent, lawful, and fair data processing practices in accordance with applicable privacy regulations.

Information We Collect

We collect various types of information depending on how you interact with us:

Contact Information: When you submit an inquiry form, we collect your name, email address, phone number, company name, and message content.
Technical Data: We automatically collect information about your device, browser type, IP address, and pages visited through server logs and analytics tools.
Cookies: We use cookies to enhance your browsing experience, remember your preferences, and analyze website usage patterns.
Business Information: For corporate clients, we may collect company details, project requirements, and procurement preferences to deliver personalized service.

Legal Basis for Processing

We process your personal information based on the following legal grounds:

Consent: When you submit contact forms or subscribe to communications, we process your data with your explicit consent.
Legitimate Interest: We process technical data and analytics information to improve our website performance, security, and user experience.
Contractual Necessity: When you become a client, we process information required to fulfill our gift curation and delivery services.
Legal Obligation: We may process data to comply with applicable laws, regulations, and legal requests.

How We Use Your Information

We use the information we collect for specific purposes:

Responding to your inquiries and providing customer support.
Delivering and improving our corporate gift box curation services.
Personalizing your experience and tailoring recommendations to your preferences.
Analyzing website usage to optimize functionality and user experience.
Sending marketing communications and updates (only with your consent).
Ensuring website security and detecting fraudulent activities.
Fulfilling legal obligations and resolving disputes.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy:

Contact Form Data: Information from inquiry forms is retained for up to 24 months after your last interaction with us, allowing us to follow up on projects or maintain service records.
Analytics and Cookies: Technical data and cookie-based analytics are retained for up to 12 months to analyze usage trends and improve our services.
Server Logs: Server logs containing IP addresses and access information are retained for up to 12 months for security and troubleshooting purposes.
Customer Service Records: Information related to completed projects and transactions is retained for up to 36 months to maintain service continuity and handle potential disputes.
Marketing Data: If you unsubscribe from our communications, we retain a record for up to 6 months to ensure your preferences are respected.

Your Rights

You have important rights regarding your personal information:

Right of Access: You can request a copy of the personal data we hold about you.
Right to Rectification: You can request correction of inaccurate or incomplete information.
Right to Erasure: Under certain circumstances, you can request deletion of your personal data.
Right to Restrict Processing: You can request that we limit how we use your information.
Right to Data Portability: You can request your data in a portable format and transfer it to another service provider.
Right to Object: You can object to certain types of processing, including marketing communications.
Right to Withdraw Consent: You can withdraw consent at any time without affecting the lawfulness of previous processing.

To exercise any of these rights, please contact us using the information provided in the Contact Us section below.

Cookies and Tracking

We use cookies to enhance your experience on our website. Cookies are small files stored on your device that help us remember your preferences and analyze how you interact with our site. We use both essential cookies (necessary for website functionality) and analytical cookies (to understand usage patterns). You can control cookie settings through your browser preferences. Refusing cookies may impact your ability to access certain features of our website. For detailed information about cookies we use, please refer to our Cookie Policy.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security practices include encryption of sensitive data, secure server infrastructure, and regular security audits. However, no method of transmission over the internet is completely secure. While we strive to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of any passwords or access credentials.

Third-Party Sharing

We do not sell, trade, or rent your personal information to third parties. We may share your information with trusted service providers who assist us in operating our website and delivering services, such as hosting providers, analytics platforms, and customer support tools. These service providers are contractually obligated to use your information only for the purposes we specify and to maintain the confidentiality and security of your data. We do not share your information with third parties for their own marketing purposes without your explicit consent.

International Data Transfers

Our website and services are primarily based in Estonia. If you access our services from outside Estonia, your information may be transferred to, stored in, and processed in Estonia or other countries where we operate. By using our services, you consent to such transfers. We ensure that any international data transfers comply with applicable data protection laws and implement appropriate safeguards to protect your information.

Children's Privacy

Our services are not directed to children under 16 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 16 without parental consent, we will take steps to delete such information promptly. If you believe we have collected information from a child, please contact us immediately using the information provided below.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of significant changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of our services after such modifications constitutes your acceptance of the updated Privacy Policy. We encourage you to review this policy regularly to stay informed about how we protect your information.

Supervisory Authority

If you have concerns about how we handle your personal information or believe we have violated your data protection rights, you have the right to lodge a complaint with the Data Protection Inspectorate of Estonia (Andmekaitse Inspektsioon). You can file a complaint without prejudice to any other administrative or judicial remedy available to you under applicable law.