1. Who we are
This website is operated by SIA “Vilnex Systems”, a limited liability company registered in the Commercial Register of the Republic of Latvia under registration No. 40203788212 (“Vilnex Systems”, “we”, “us”).
We are the controller of the personal data described in this policy. You can reach us at Director@vilnexsystems.com.
2. Scope
This policy explains how we process personal data when you visit this website, contact us, or ask us for a quote. It applies in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Personal Data Processing Law of the Republic of Latvia.
When we process personal data on behalf of a client as part of a development project (for example, data stored in a system we build or maintain), we act as a processor and the terms are set out in a separate data processing agreement.
3. Data we collect
Information you send us
When you write to us by email, use the contact form (which opens your own email app) or call us, we receive the information you choose to share, such as:
- your name, email address and phone number;
- your company name and role;
- the description of your project, attachments and any other details in your message.
Technical data
When you visit the website, the hosting provider’s servers automatically record technical information in log files: IP address, date and time of the request, the page requested, browser type and operating system, and the referring page. We use this information only to operate and secure the website.
Fonts
The website loads fonts from Google Fonts. To deliver them, your browser connects to Google’s servers, which receive your IP address and browser information.
What we don’t collect
We don’t use analytics tools, advertising pixels or tracking cookies, and we don’t build visitor profiles. See our Cookies Policy for the single item we store in your browser.
4. Purposes and legal bases
| Purpose | Legal basis (GDPR) |
|---|---|
| Answering your inquiry and preparing an estimate or offer | Art. 6(1)(b): steps taken at your request before entering into a contract |
| Performing a contract with you or your company | Art. 6(1)(b): performance of a contract |
| Accounting, tax and other legal obligations | Art. 6(1)(c): compliance with a legal obligation |
| Operating and securing the website (server logs) | Art. 6(1)(f): our legitimate interest in a working, secure website |
| Displaying fonts consistently (Google Fonts) | Art. 6(1)(f): our legitimate interest in a consistent presentation of the website |
| Establishing, exercising or defending legal claims | Art. 6(1)(f): our legitimate interest in protecting our rights |
Providing personal data is voluntary. Without your contact details, however, we can’t reply to your inquiry.
5. How long we keep data
- Inquiries that don’t lead to a contract: up to 12 months after our last contact, unless you ask us to delete them sooner.
- Contract and accounting documents: for the periods required by Latvian accounting and tax law.
- Server log files: for a short period set by the hosting provider, normally not exceeding 90 days, unless needed to investigate a security incident.
When the retention period ends, we delete or anonymise the data.
6. Who receives data
We don’t sell personal data. We share it only where necessary with:
- service providers who support our work, such as our email provider, website hosting provider and IT or accounting service providers, bound by data processing agreements;
- Google Ireland Limited and Google LLC, for the delivery of fonts;
- public authorities, courts or advisers where we are required to by law or need to protect our rights.
7. Transfers outside the EEA
Some providers, such as Google, may process data outside the European Economic Area, including in the United States. In that case, the transfer relies on an adequacy decision of the European Commission (for example, the EU–US Data Privacy Framework for certified companies) or on the Commission’s Standard Contractual Clauses.
8. Your rights
Under the GDPR you have the right to:
- access the personal data we hold about you and receive a copy;
- have inaccurate data corrected;
- have your data erased, where there’s no reason for us to keep it;
- restrict how we process your data;
- receive your data in a portable format;
- object to processing based on our legitimate interests;
- withdraw consent at any time, where processing is based on consent.
To use any of these rights, email us at Director@vilnexsystems.com. We answer within one month and may ask you to confirm your identity first.
9. Complaints
If you believe we process your data unlawfully, you can lodge a complaint with the Data State Inspectorate of Latvia (Datu valsts inspekcija), www.dvi.gov.lv, or with the supervisory authority in the EU country where you live or work. We’d appreciate the chance to resolve your concern first, so please contact us.
10. Security
We use appropriate technical and organisational measures to protect personal data, including encrypted connections, access limited to people who need it, and up-to-date software. No method of transmission over the internet is completely secure, so we can’t guarantee absolute security.
11. Children
Our services are aimed at businesses and adults. We don’t knowingly collect personal data from children under 16.
12. Changes
We may update this policy when our services or the law change. The current version is always published on this page, with the date of the last update at the top.
13. Contact
SIA “Vilnex Systems”, registration No. 40203788212, Republic of Latvia.
Email: Director@vilnexsystems.com, CEO@vilnexsystems.com, Office@vilnexsystems.com