Privacy policy

Effective Date: 24-01-2025

Welcome to Cyodor. Your privacy is important to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website, use our services, or interact with us. We are committed to ensuring that your privacy is protected and that your personal information is handled with transparency, security, and respect for your rights.

Our privacy policy is designed to comply with applicable data protection laws, including the General Data Protection Regulation (GDPR) and UK GDPR. This document will provide detailed explanations about the types of personal data we collect, why we collect it, how we use it, and your rights concerning your personal information. We encourage you to read this policy carefully and contact us if you have any questions or concerns.

1. Important Information and Who We Are

Purpose of this Privacy Policy

This Privacy Policy is intended to inform you about how Cyodor ("we," "us," or "our") collects, processes, and protects your personal data. It applies when you visit our website, purchase our products, use our services, or otherwise interact with us. This policy provides a clear overview of our data handling practices, ensuring that you understand what personal data we collect, why we collect it, and how we use it.

We recognize the importance of privacy and take the responsibility of handling your personal data seriously. Our goal is to offer a secure and transparent experience to all users. Whether you are browsing our website, making a purchase, or subscribing to our marketing communications, we want to ensure that you are aware of how your data is used and protected.

This Privacy Policy supplements any other privacy-related notices or terms we may provide on specific occasions. It is not intended to override or replace any existing agreements you may have with us regarding data protection.

Controller

Cyodor, a company registered in the Netherlands, is the entity responsible for processing your personal data. As the data controller, we determine the purposes and means of processing your data and are accountable for ensuring that your data is handled in compliance with applicable laws.

If you have any questions or concerns about this Privacy Policy, or if you wish to exercise your rights under applicable data protection laws, you may contact us using the details provided below:

Email: support@cyodor.com

If you are located in the European Union (EU), United Kingdom (UK), or another jurisdiction with data protection laws, you have the right to lodge a complaint with the relevant Data Protection Authority (DPA) in your country. However, we encourage you to contact us first so we can resolve your concerns as efficiently as possible.

Changes to the Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our data processing practices, legal requirements, or industry standards. When we make significant updates, we will notify you by posting a prominent notice on our website or sending you an email. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your information.

Your continued use of our website or services after updates to this Privacy Policy indicates your acceptance of those changes. If you do not agree with the revised policy, you should discontinue using our services and contact us regarding any concerns you may have.

2. The Data We Collect About You

Personal Data We Collect

Personal data refers to any information that can directly or indirectly identify an individual. The type of personal data we collect depends on your interactions with us, such as whether you visit our website, place an order, or communicate with our customer support team.

We may collect, use, store, and transfer different categories of personal data, including but not limited to:

• Identity Data – This includes your full name, title, username, and any other identifier you provide to us.
• Contact Data – Your email address, phone number, billing address, and shipping address.
• Financial Data – This includes payment details such as bank account information and credit/debit card details (processed securely by third-party payment providers; we do not store your full payment details).
• Technical Data – Data related to your device and browsing activity, such as your IP address, browser type, time zone, operating system, and referral source.
• Usage Data – Information about how you interact with our website, including page views, purchase history, and navigation behavior.
• Marketing and Communications Data – Your preferences regarding receiving marketing communications from us and third parties.

Sensitive Personal Data

We do not collect special categories of personal data (also known as sensitive data) unless explicitly provided by you with your consent for a specific purpose. Sensitive data may include race, religious beliefs, political opinions, health information, or biometric data. If you choose to provide us with such data, we will handle it with the highest level of security and confidentiality.

Aggregated and Anonymized Data

In some cases, we may aggregate and anonymize your data for research, statistical, or business analysis purposes. This means that the data is processed in a way that prevents identification of individuals. Aggregated data helps us improve our products, services, and customer experience while ensuring that individual privacy is safeguarded.

3. How We Collect Your Data

We collect personal data through various methods, depending on how you interact with our website and services. The primary ways we collect data include:

Direct Interactions

You may provide personal data by:

• Filling out forms on our website (e.g., when creating an account, subscribing to our newsletter, or contacting customer support).
• Making a purchase and providing payment details.
• Entering competitions, promotions, or surveys.
• Communicating with us via email, phone, or live chat.

Automated Technologies and Interactions

As you interact with our website, we may automatically collect Technical and Usage Data through cookies, server logs, and analytics tools. This data helps us understand how visitors use our website, enabling us to improve performance, enhance security, and personalize the user experience.

Examples of automated data collection include:

• Cookies – Small data files stored on your device that track browsing behavior.
• Analytics tools – Such as Google Analytics, which help us analyze website traffic and trends.
• Log files – Records of site activity, including error reports and system performance.

Third-Party Sources

We may receive personal data from third parties, including:

• Payment processors – To confirm successful transactions and prevent fraud.
• Marketing and advertising partners – To deliver personalized promotions.
• Publicly available sources – To verify customer information where legally permitted.

4. Legal Basis for Processing (GDPR Compliance)

Under the General Data Protection Regulation (GDPR) and UK GDPR, we must have a lawful basis to process your personal data. We rely on the following legal grounds:

• Performance of a Contract – When processing is necessary to fulfill a purchase or service agreement.
• Legitimate Interest – To operate and improve our business while ensuring that our interests do not override your rights.
• Consent – When you explicitly agree to marketing or tracking activities (which you can withdraw at any time).
• Legal Obligation – When we are required by law to retain or share data (e.g., for tax or fraud prevention purposes).

5. How We Use Your Information

We process personal data for the following purposes:

• Order Processing – To fulfill purchases, process payments, and arrange deliveries.
• Customer Support – To respond to inquiries and resolve issues.
• Website Optimization – To improve usability, security, and performance.
• Marketing Communications – To provide promotions and updates (only if you opt in).
• Legal and Regulatory Compliance – To meet financial, security, and regulatory requirements.

We do not sell or share personal data with third parties for their own marketing purposes.

6. Sharing Your Information

We value your privacy and ensure that your personal data is not shared or sold to unauthorized third parties. However, in some instances, we may share your information with trusted partners and service providers in order to deliver our services efficiently. When we share your data, we take steps to ensure it is protected and only used for legitimate purposes.

We may share your personal data with the following categories of third parties:

• Service Providers – These include payment processors (e.g., Multisafepay), shipping providers, website hosting companies, and analytics providers (e.g., Google Analytics). These entities help us manage transactions, deliver products, analyze traffic, and maintain security.
• Marketing and Advertising Partners – If you have given consent, we may share your data with third-party marketing platforms (e.g., Meta, Instagram) to provide personalized advertising and promotional offers tailored to your interests.
• Business Partners – In certain cases, we collaborate with third-party vendors who assist us in improving our products and services.
• Legal and Regulatory Authorities – If required by law or legal proceedings, we may disclose personal data to government authorities, regulatory bodies, or law enforcement agencies to comply with legal obligations.
• Corporate Transactions – If our company undergoes a merger, acquisition, sale, or business restructuring, your personal data may be transferred to the new entity, provided that appropriate safeguards remain in place.

Whenever we share data with third parties, we ensure they process it in accordance with applicable privacy laws and contractual obligations. We do not allow third parties to use your data for their own marketing purposes unless you have explicitly agreed to such use.

7. Cookies and Tracking Technologies

To enhance your browsing experience and improve our services, we use cookies and similar tracking technologies. Cookies are small text files that are placed on your device when you visit our website. They help us understand your behavior, preferences, and interactions with our platform.

Types of Cookies We Use

• Essential Cookies – Necessary for the operation of our website, such as enabling secure logins, managing shopping cart functions, and preventing fraudulent activity.
• Analytical and Performance Cookies – Collect data about website traffic, visitor behavior, and performance metrics to help us improve our website experience.
• Functionality Cookies – Store your preferences, such as language settings or past interactions, to enhance usability.
• Targeting and Advertising Cookies – Used by us and third-party advertisers to display personalized ads based on your browsing habits.

Managing Cookies

You have the ability to accept, reject, or customize your cookie preferences through your browser settings. You can also delete stored cookies at any time. However, disabling cookies may impact the functionality of our website and limit your access to certain features.

For more information on how to manage cookies, please visit your browser’s help section or review our detailed Cookie Policy (if applicable).

8. International Data Transfers

Since Cyodor operates in multiple regions, your personal data may be transferred to and processed in countries outside of your country of residence. Some of these countries may not have the same level of data protection laws as those in the European Economic Area (EEA) or UK. However, we ensure that any such transfers comply with applicable laws and include appropriate safeguards to protect your data.

How We Protect International Data Transfers

To ensure the safety of your personal data when transferred internationally, we take the following measures:

• Adequacy Decisions – Where applicable, we transfer data only to countries that the European Commission or UK government has deemed to provide an adequate level of data protection.
• Standard Contractual Clauses (SCCs) – If we transfer your data to a country without an adequacy decision, we implement contractual safeguards that bind the recipient to GDPR-level data protection standards.
• Binding Corporate Rules (BCRs) – For intra-company transfers, we ensure that all subsidiaries adhere to the same stringent data protection principles.
• Encryption and Security Measures – We apply industry-standard encryption and cybersecurity protocols to protect data during international transfers.

If you require further details regarding how we protect personal data during transfers, please contact us at support@cyodor.com.

9. Data Security

We take the security of your personal data seriously and implement stringent measures to prevent unauthorized access, alteration, disclosure, or destruction. Our security framework is designed to protect personal data from cyber threats, unauthorized access, and accidental loss.

Security Measures We Implement

• Secure Socket Layer (SSL) Encryption – All data transmitted between your browser and our website is encrypted using SSL technology.
• Access Controls – We limit access to personal data to authorized personnel only. Employees and third-party service providers must adhere to strict confidentiality agreements.
• Firewalls and Intrusion Detection Systems – We use advanced security technologies to prevent unauthorized access to our servers.
• Regular Security Assessments – We conduct periodic security audits and vulnerability assessments to strengthen our systems.
• Incident Response Plan – In the event of a data breach, we have established procedures to contain and mitigate risks, notify affected individuals, and comply with regulatory reporting requirements.

Despite our best efforts, no system can guarantee absolute security. Therefore, we encourage users to take precautions, such as using strong passwords and enabling two-factor authentication where applicable.

10. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, including meeting legal, accounting, and regulatory obligations.

Retention Periods

• Transactional Data – Retained for a period required to fulfill contracts and comply with tax and financial reporting laws (typically 6 to 10 years).
• Marketing Data – Retained until you withdraw consent or opt out of marketing communications.
• User Accounts – If you delete your account, we will remove your data unless legal obligations require us to retain it.
• Legal and Compliance Data – Retained as necessary to fulfill regulatory and compliance requirements.

When the retention period expires, your data will be securely deleted or anonymized so it can no longer be linked to you. If you have any questions about our data retention practices, please contact support@cyodor.com.