This Privacy Policy applies to CODEZONIA OÜ and all services offered via our website at codezonia.com. Please read it carefully before using our services.
01Introduction
CODEZONIA OÜ ("CODEZONIA", "we", "us", or "our") is committed to protecting your personal data. This Privacy Policy explains how we collect, use, share, and safeguard information when you visit our website, contact us, or engage with our services, including telecommunications, software engineering, and infrastructure consulting.
By accessing our website or submitting information to us, you acknowledge that you have read and understood this Privacy Policy.
02Data Controller
The data controller responsible for your personal information is:
03Information We Collect
We collect information in the following categories:
3.1 Information You Provide Directly
- Contact Information: Full name, email address, phone number, and company/organization name when you submit our contact form or reach out to us directly.
- Project Details: Target launch dates, inquiry subjects, and descriptive project details you share when requesting our services.
- Communications: Emails, messages, and correspondence you send to us.
3.2 Information Collected Automatically
- Log Data: IP address, browser type, operating system, referring URLs, and pages visited when you access our website.
- Device Information: Device identifiers, screen resolution, and technical specifications used to access our site.
- Usage Data: Clickstream data, time spent on pages, and interaction patterns to improve user experience.
3.3 Cookies and Similar Technologies
We use cookies, web beacons, and similar technologies. Please refer to Section 10 (Cookies & Tracking) for full details.
04How We Use Your Information
We use the information we collect for the following purposes:
- Service Delivery: To respond to inquiries, process project requests, and deliver our telecommunication, software, and infrastructure services.
- Communication: To contact you regarding your requests, send project updates, and respond to support queries.
- Business Operations: To manage our internal operations, accounting, billing, and business development activities.
- Legal Compliance: To comply with applicable laws, regulations, and legal obligations, including Estonian and EU data protection law.
- Service Improvement: To analyze usage patterns, improve our website and services, and conduct internal research and development.
- Security: To detect, prevent, and respond to fraud, abuse, security incidents, and other potentially harmful activities.
- Marketing: With your explicit consent, to send you information about our services, industry news, and relevant updates.
05Legal Basis for Processing
Under the General Data Protection Regulation (GDPR) and applicable Estonian data protection law, we process your personal data on the following legal bases:
| Processing Activity | Legal Basis |
|---|---|
| Responding to your contact form enquiries | Legitimate interest / Pre-contractual steps |
| Service delivery and project management | Performance of a contract |
| Compliance with legal obligations | Legal obligation |
| Analytics and service improvement | Legitimate interest |
| Marketing communications | Consent |
| Security monitoring and fraud prevention | Legitimate interest |
06Data Sharing
We do not sell your personal data. We may share your data only in the following circumstances:
- Service Providers: Trusted third-party vendors who assist us in operating our website and delivering services (e.g., cloud hosting, email delivery, analytics). These parties are bound by confidentiality obligations and may only use your data as instructed.
- Legal Requirements: When required by law, court order, or governmental authority, including regulatory bodies in Estonia or the European Union.
- Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction, subject to the same privacy protections.
- Protection of Rights: To protect the rights, property, or safety of CODEZONIA, our clients, or third parties.
- With Your Consent: Any other sharing we will notify you about and obtain your explicit consent before proceeding.
07Data Retention
We retain personal data only for as long as necessary for the purposes described in this policy, or as required by applicable law:
- Contact form submissions: Up to 3 years from the date of submission, or until the project or relationship concludes.
- Client project data: For the duration of the engagement plus 7 years, in compliance with Estonian accounting and commercial law.
- Website log data: Up to 12 months.
- Marketing preferences: Until you withdraw consent or request deletion.
When data is no longer needed, we securely delete or anonymize it in accordance with our data retention procedures.
08Your Rights
Under GDPR and Estonian law, you have the following rights regarding your personal data:
- Right of Access: You may request a copy of the personal data we hold about you.
- Right to Rectification: You may request correction of inaccurate or incomplete data.
- Right to Erasure ("Right to be Forgotten"): You may request deletion of your personal data, subject to legal retention requirements.
- Right to Restriction: You may request that we restrict how we process your data in certain circumstances.
- Right to Data Portability: You may receive your data in a structured, machine-readable format.
- Right to Object: You may object to processing based on legitimate interest or for direct marketing purposes.
- Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
To exercise any of these rights, please contact us at codezonia@mail.ee. We will respond within 30 days. You also have the right to lodge a complaint with the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon) at www.aki.ee.
09Security Measures
CODEZONIA implements industry-standard technical and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction, including:
- TLS/SSL encryption for all data transmitted via our website.
- Access controls and authentication protocols limiting data access to authorised personnel only.
- Regular security audits and vulnerability assessments of our systems.
- Secure data storage with encrypted backups and disaster recovery procedures.
- Staff training on data protection and confidentiality obligations.
While we take all reasonable precautions, no system is 100% secure. If you suspect a security incident, please notify us immediately at codezonia@mail.ee.
10Cookies & Tracking
Our website uses the following types of cookies:
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential | Required for basic website functionality and security. | Session |
| Performance | Anonymous analytics to understand how visitors use our site. | Up to 12 months |
| Preference | Remember user settings and display preferences. | Up to 12 months |
| Marketing | Track engagement for marketing with your consent. | Up to 24 months |
You can control cookies through your browser settings. Disabling certain cookies may affect website functionality. Essential cookies cannot be disabled as they are required for the site to operate.
11International Transfers
Your personal data is primarily processed within the European Economic Area (EEA). If we transfer data outside the EEA, we ensure appropriate safeguards are in place, including:
- European Commission adequacy decisions for recipient countries.
- Standard Contractual Clauses (SCCs) approved by the European Commission.
- Binding Corporate Rules or other approved transfer mechanisms.
12Policy Changes
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page.
- Notify you by email (if we hold your email address) or via a prominent notice on our website.
We encourage you to review this policy periodically. Continued use of our services after changes are posted constitutes acceptance of the updated policy.
13Contact Us
For any questions, requests, or concerns regarding this Privacy Policy or your personal data, please contact us:
We aim to respond to all data-related requests within 30 calendar days.