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Privacy Policy and Cookie Usage

Introduction

Purpose and Scope

These privacy terms provide clear and understandable information on how JapEst Group OÜ collects, uses, stores, and protects your personal data, as well as information on your rights regarding your data.

The privacy terms are based on the General Data Protection Regulation (GDPR). The aim of these privacy terms is to protect the privacy of clients in accordance with the laws of the Republic of Estonia and the legal acts of the European Union.

The privacy terms regulate the processing of personal data and the use of cookies on the JapEst Group OÜ website, http://japest.com (hereinafter referred to as the website). This privacy notice does not cover data processing of other companies’ websites or the services they provide.


Identity and Contact Details of the Controller

The controller responsible for personal data is JapEst Group OÜ, (address Nafta 1-211, Tallinn, Harju county; reg code: 12882689) (hereinafter also referred to as We).

For any questions or concerns about the privacy terms or data processing, please contact martti@japest.com.


Collection and Use of Personal Data

Our website operations require the collection and use of certain personal data to provide you with relevant services, respond to your inquiries, and enhance your user experience. We aim to ensure that the collection and use of your personal data is transparent and in compliance with applicable data protection laws.

What Personal Data We Collect

We collect and process the following data about you (the list below includes main examples and is not exhaustive):

  • Contact information: name, address, phone number, email address… Details from contracts and similar documents you are involved in…
  • Technical data: IP address, browser type and version, time zone settings, operating system and version…
  • Usage data: URLs clicked through (paths taken through our site), products viewed, response times of pages, time spent on pages, and other similar statistics…

Methods of Data Collection

We obtain the personal data we process either directly from you or they are collected automatically, mainly in the following ways:

  • When you browse our website;
  • When you become our customer – ordering goods or services from us;
  • When you communicate with us via email, phone, or other means;
  • When you submit an inquiry or claim;
  • Occasionally, we may receive personal data from other sources (e.g., from other companies or public registries like the business register) if necessary for entering into or fulfilling a contract, or to comply with legal obligations. Additionally, such data processing may also be based on your consent.


Purposes and Legal Bases for Processing Personal Data

The collection and processing of personal data can occur on various legal grounds: compliance with legal obligations, contract performance, legitimate interests of the company, or your consent. Additionally, personal data may be processed for different purposes.

Below we outline the purposes and legal bases on which we process your data (the list below includes main examples and is not exhaustive):

For Contract Formation and Execution:
Purpose: Responding to price inquiries, providing services, delivering goods, etc.
Legal Basis: Contract performance.

For Customer Support/Communication:
Purpose: Notifying about changes, solving problems, responding to inquiries, questions or claims, communication via phone or email, etc.
Legal Basis: Contract performance and legitimate interests.

For Improving and More Effective Marketing of Product/Service/Website:
Purpose: Testing services and website functionalities, collecting feedback, optimizing website traffic and user experience, data analysis, creating customer profiles, etc.
Legal Basis: Legitimate interests.

For Compliance with Legal Obligations:
Purpose: Fulfilling accounting and tax obligations, responding to legal inquiries.
Legal Basis: Legal obligation.

We now describe the most important legal bases that our data processing activities rely on:

Consent
Your personal data may be processed based on your explicit consent. This means you have given voluntary, specific, informed, and unambiguous consent to the processing of personal data for the purposes specified by you, such as sending marketing communications or personalized offers.

Contract Performance
If you have entered into a contract with us, or if your personal data are necessary for pre-contractual actions, such as responding to price inquiries or providing services, we process your data to fulfill our contractual obligation to you.

Legal Obligations
We may have a legal obligation to process your personal data to comply with legal requirements, such as those arising from accounting and tax laws.

Legitimate Interests
We may also process personal data based on our legitimate interests, provided that such processing does not outweigh your interests, rights, or freedoms. Legitimate interests may include using data to improve our website and services, prevent fraud, or ensure security.

 

Use of Cookies

What are cookies?

Like most websites, japest.com uses “cookies.” A cookie is a text file that is saved on the user’s device when visiting a website. Cookies identify and store preferences, regional settings, service usage choices, and more.

If you wish, you can disable the use of cookies in your browser settings.

Cookies are divided into persistent and session cookies. Persistent cookies remain on your personal computer or mobile device even after you have closed the browser or computer. Session cookies, however, are deleted immediately after closing the browser.


Categories of Cookies

Essential Cookies. These cookies enable you to navigate around our website. They do not collect information about you that could be used for marketing purposes, nor do they remember where you have been on the Internet. The website cannot function properly without these cookies.

Analytical Cookies. These cookies are used to collect information about how you use the website – which pages are visited the most and if there are error messages. The information is aggregated and anonymous. It is used to improve the performance of the website.

Advertising Cookies. These are used to show you more relevant advertisements that match your interests.


Managing Consent for Cookie Use

You have the option to manage your cookie preferences. When you visit our website for the first time, a cookie consent notice appears where you can choose which types of cookies you wish to allow.

You can change your cookie preferences at any time by visiting the cookie settings on our website. Keep in mind that blocking or deleting cookies may affect your user experience, and some parts of the website may not function correctly.

Data Retention

Periods and Bases for Retention

We retain your personal data only for as long as necessary to achieve the purposes for which the data was collected, or to fulfill our legal obligations. Retention periods may vary depending on the type of data and the purpose of processing.

In certain cases, legislation may require the retention of specific information for a defined period (e.g., accounting records must be retained for 7 years).

If the data is related to a contract you have entered into with us, we retain your data for the duration of the contract and thereafter for as long as necessary to address any potential claims arising from the contract.


Data Deletion and Anonymization

When we no longer need the data and there is no retention obligation, we securely delete or anonymize your personal data. Anonymization means that your data is altered in such a way that you can no longer be identified from it.


Data Security

Implemented Security Measures

We implement all appropriate technical and organizational security measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access.

Access to personal data is restricted only to those employees and third parties who need the data to perform their job duties. All such individuals are required to follow confidentiality obligations.


Responsibility for Data Security

We remind you that your own precautions are also crucial. Remember that the transmission of personal data is the responsibility of each individual: no method of information exchange over the Internet or electronic storage method is 100% secure.

If you suspect that there has been a breach of your personal data or there is a risk that your data has been leaked to unauthorized persons, please notify us as soon as possible.


User Rights

Right to Access. You have the right to request a copy of the personal data we hold about you.

Right to Rectification. You have the right to ask us to correct your personal data that is inaccurate or incomplete.

Right to Erasure (“right to be forgotten”). Under certain conditions, you have the right to request that we delete or remove your personal data.

Right to Restriction of Processing. Under certain conditions, you have the right to request that we restrict the processing of your personal data.

Right to Data Portability. You have the right to request that we transfer your data to another organization or directly to you, under certain conditions.

Right to Object. You have the right to object to the processing of your personal data under certain circumstances, including for marketing purposes.

Right to Withdraw Consent. If you have given consent to the processing of your personal data, you have the right to withdraw your consent at any time.

Right to Lodge a Complaint with a Supervisory Authority. If you believe that the processing of your data violates data protection laws, you have the right to lodge a complaint with the Data Protection Inspectorate.

To exercise any of the rights mentioned above or if you have any questions about these rights, please contact us at martti@japest.com. We strive to respond to all requests promptly and within the time frame prescribed by law.

 

Transferring Personal Data

We use third parties whose products or services help us simplify our operations and/or provide better service (for example, to host applications, communicate with clients, collect statistics, etc.).

Transfers to Third Parties

JapEst uses third parties for daily operations, which include:

  • Google Analytics (Privacy Policy) – for compiling website usage statistics and analytics.
  • Facebook (Privacy Policy) – for targeted marketing activities and advertising.
  • Zone (Privacy Policy) – for web hosting services.

In addition to the third parties mentioned above, JapEst transfers your personal data to a partner, but only to the extent necessary to provide services to you.


Third-Party Links

Using Third-Party Websites

You may find links to other websites on our website that do not belong to us. If you click on a third-party link, you will be directed to that third party’s site. We strongly recommend that you review the privacy policy of each site you visit.

We do not have any control over third-party sites and do not assume responsibility for their content, privacy policies, services offered, or otherwise.


Privacy Policy Updates

How and When Privacy Terms are Updated

By using or visiting our website, you have acknowledged and agreed to these principles and terms. JapEst reserves the right to unilaterally modify the privacy terms.

Following an update to the privacy policy, we will change the document modification date located at the bottom of the document. If you continue to visit and use our website after the privacy policy has been updated, we will consider this as your tacit consent to the changes.


Dispute Resolution and Contact Information

How to Resolve Disputes and Whom to Contact

We always strive to provide the best possible service and ensure that the use of your personal data is transparent and fair. However, if you have any concerns or disagreements regarding the processing of your personal data by us, we would like to hear about it and resolve the situation as quickly and smoothly as possible.

First, contact us: If you have questions or concerns about the use of personal data, please first contact us at martti@japest.com. We aim to resolve all issues directly with you, providing quick and effective solutions.

You always have the right to approach the Data Protection Inspectorate or the courts to protect your privacy rights and data. The Data Protection Inspectorate is a national authority that can be consulted for advice or assistance on data protection matters.


User Consent

User Consent

While using our website or services, there may be a need for your consent for the processing of your personal data. Below, we explain how and when we collect your consent and what role your consent plays in the use of data.

Collecting Consent

Active Consent: You will be asked for active and informed consent for the processing of specific personal data. This can occur, for example, through our online form where you must tick a box or select settings that confirm you have read and agree to our privacy terms or data protection practices.

Request Submission: When you submit a request (price inquiry) or order to us, we assume that you consent to the processing of your personal data to fulfill that specific request.

Marketing Consent: For the use of personal data for marketing purposes, we ask for your separate consent. You may withdraw this consent at any time.

Using Consent

Your consent is used only for the purposes for which it was given. If the purpose of data processing changes, we will inform you and, if necessary, request new consent.

Withdrawing Consent

You have the right to withdraw your consent at any moment. To withdraw your consent, please contact us at martti@japest.com or use the corresponding function on our website. After withdrawing your consent, we will stop processing your data for that specific purpose and, if we have no other legal basis for retaining them, we will delete your data.


Additional Information and Contact

If you require further information regarding the use of your personal data, wish to file a complaint, or exercise your rights, you always have the option to contact us by sending an email to martti@japest.com.


Last Updated: May 10, 2024

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