1. Who we are
VILENHOLM LTD is the data controller responsible for personal data collected through this website, vilenholm.net. VILENHOLM LTD is a company incorporated in the Republic of Cyprus under registration number HE 499994, with its registered office at 5 Kadmou, PATSIAS COURT 26, Flat/Office 101, 7060 Larnaca, Cyprus.
For any question about this policy or your personal data, contact us at admin@vilenholm.net.
2. Scope of this policy
This policy explains how we process personal data when you visit this website, submit an enquiry through our contact form or write to us by email. It is provided in accordance with the EU General Data Protection Regulation (Regulation (EU) 2016/679, "GDPR") and applicable Cypriot data protection law.
3. Personal data we collect
- Contact form: your full name, company name, business email address and the content of your message, together with any other information you choose to include.
- Email correspondence: your email address, the content of your messages and our related correspondence.
- Technical data: when you visit the website, our hosting provider automatically processes technical information needed to deliver the site securely, such as your IP address, browser type, the pages requested and the date and time of each request.
We do not ask for special categories of personal data, such as health information. Please do not include such information in your message.
4. Purposes and legal bases
| Purpose | Personal data | Legal basis |
|---|---|---|
| Responding to your enquiry and communicating with you | Contact form data and email correspondence | Our legitimate interest in responding to business enquiries (Article 6(1)(f) GDPR) and, where your enquiry concerns a possible engagement, taking steps at your request before entering into a contract (Article 6(1)(b) GDPR) |
| Operating and securing the website | Technical data | Our legitimate interest in providing a secure and functioning website (Article 6(1)(f) GDPR) |
| Complying with legal obligations | Any of the above, where required | Compliance with a legal obligation (Article 6(1)(c) GDPR) |
Where we rely on legitimate interests, you have the right to object (see section 9).
5. Cookies and analytics
This website does not use analytics, advertising or tracking cookies and does not load third-party tracking scripts. Our fonts are served from our own website rather than from a third-party font service. If we introduce non-essential cookies in the future, we will update this policy and ask for your consent before setting them.
6. Who receives your data
We do not sell your personal data. We share it only where necessary with:
- our website hosting provider, which hosts this website and processes technical data on our behalf;
- our email service provider, which delivers enquiries submitted through the form to our mailbox and stores our email correspondence;
- professional advisers, such as legal or accounting advisers, where reasonably necessary; and
- public authorities, where we are required to share data by law.
Service providers acting on our behalf process personal data only on our instructions and under data processing terms in line with Article 28 GDPR.
7. International transfers
Some of our service providers may process personal data outside the European Economic Area. Where this happens, we make sure the transfer is covered by an adequacy decision of the European Commission or by appropriate safeguards, such as the European Commission's Standard Contractual Clauses. You can contact us for more information about these safeguards.
8. How long we keep your data
We keep enquiry and correspondence data only for as long as necessary to respond to and follow up on your enquiry. If a business relationship follows, we keep the related records for the duration of that relationship and afterwards for as long as required by applicable legal, tax and accounting obligations. If no business relationship follows, we delete your enquiry once it is no longer needed for follow-up. Technical data is kept by our hosting provider in line with its standard log retention.
9. Your rights
Under the GDPR you have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have your data erased;
- restrict how we process your data;
- object to processing based on our legitimate interests;
- receive your data in a portable format, where applicable; and
- withdraw your consent at any time, where processing is based on consent.
To exercise any of these rights, email admin@vilenholm.net. We may need to verify your identity before acting on your request. We will respond within one month, as required by the GDPR.
You also have the right to lodge a complaint with a supervisory authority. In Cyprus, this is the Commissioner for Personal Data Protection (www.dataprotection.gov.cy). You may also contact the authority in the EU country where you live or work.
10. Security
We use appropriate technical and organizational measures to protect personal data, including encrypted HTTPS connections to this website. No method of transmission over the internet is completely secure, so please do not send highly sensitive information through the contact form.
11. Providing your data
Providing your details through the contact form is voluntary, but we need your name, company name, email address and message to respond to your enquiry. We do not use automated decision-making or profiling.
12. Changes to this policy
We may update this policy from time to time. The current version is always available on this page, with the date of the latest update shown at the top.