Privacy & Cookie Policy

1. Who we are

This website is run by Smoothware OÜ (hereinafter: Smoothware), registry code 17596037, located at Sepapaja tn 6, 15551 Tallinn, Estonia. Smoothware is the controller of the personal data collected through this website. Questions about this policy can be sent to [email protected].

2. Which data, what for and on what legal basis

• Contact and quote requests (name, email address, phone number, company name and your message): to answer your question and prepare a quote. Legal basis: steps taken at your request before entering into an agreement, and our legitimate interest in responding to questions.
• Clients (contact and billing details, arrangements and correspondence): to perform the agreement and invoice. Legal basis: the agreement and our statutory bookkeeping obligation.
• The chat assistant (what you type in the chat): to answer your question right away. Legal basis: our legitimate interest. Do not type sensitive data in the chat.
• Cookieless visitor statistics (Plausible): counts visits without cookies and without storing your IP address, so without personal data. Legal basis: our legitimate interest in improving the website.
• Google Analytics: only if you accept cookies. Legal basis: your consent, which you can withdraw at any time.
• Spam check on forms (Cloudflare Turnstile): checks whether a form is sent by a human, using your IP address and technical browser data. Legal basis: our legitimate interest in preventing abuse.

We never sell your data to third parties and do not make decisions about you that are made solely by a computer.

3. Cookies

Functional cookies are needed to make the website work, such as remembering your cookie choice and securing forms. We only place analytical cookies from Google Analytics after your consent. You withdraw it by deleting the cookies in your browser; you will then be asked again.

4. Who receives your data

We use these companies. With each of them we have agreements on the security and use of your data.

• Hetzner Online GmbH: servers, database and file storage. Germany (EU).
• Resend, Inc.: sending email, such as your request to our team. EU region (Ireland).
• Plausible Insights OÜ: cookieless visitor statistics. EU.
• Google Ireland Ltd.: Google Analytics (only after consent) and the profile photos with the Google reviews on the site. Ireland (EU).
• Cloudflare, Inc.: spam check on forms.
• Smoothbot: our own chat assistant, built and managed by Smoothware. EU.
• WhatsApp Ireland Ltd.: only if you click a WhatsApp button yourself and send us a message.

5. Data outside the EU

Resend, Cloudflare, Google and WhatsApp belong to companies in the United States. If your data leaves the EU as a result, this happens under the EU-US Data Privacy Framework or with the standard contractual clauses of the European Commission.

6. Retention periods

• Contact and quote requests and chat conversations: up to 2 years after the last contact, if no assignment follows.
• Client data and invoices: 7 years, because the law requires us to keep our records that long.
• Google Analytics: at most 14 months.
• Plausible does not store personal data.

7. Your rights

You have the right to access your data, have it corrected or deleted, have its processing restricted, object to processing based on our legitimate interest, and receive your data in a common file format. If you gave consent, you can withdraw it at any time. Send your request to [email protected]; we respond within one month.

8. Filing a complaint

If you are not happy with how we handle your data, please let us know first. You can also file a complaint with the Autoriteit Persoonsgegevens in the Netherlands, or with the Estonian supervisory authority, the Andmekaitse Inspektsioon.

9. Contact

Questions about this policy? Contact us at [email protected] or Sepapaja tn 6, 15551 Tallinn, Estonia.