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Privacy Policy

Last updated: [DATE]

This Privacy Policy explains how VAKI Aquaculture Systems Ltd. ("VAKI", "we", "us", "our") collects, uses, discloses and protects personal data when you visit [vakiiceland.is / vaki.is: CONFIRM DOMAIN, see Key Decisions Q1] (the "Site") or otherwise interact with us.

This is a starting draft prepared by Optise for VAKI to review, edit and confirm before publishing. It is not legal advice, and VAKI is responsible for ensuring it accurately describes VAKI's actual data practices and complies with the law in every jurisdiction VAKI operates in before it goes live.

1. Who we are

VAKI Aquaculture Systems Ltd. is the data controller for personal data collected through the Site.

  • Registered address: [VAKI REGISTERED ADDRESS]
  • Company registration number: [REGISTRATION NUMBER]
  • Contact: via the Contact page on this Site. [No email address is currently published. See Key Decisions Q4; add one here once confirmed.]
  • Data protection contact / DPO (if applicable): [NAME / EMAIL, IF VAKI APPOINTS ONE]

2. What personal data we collect

  • Information you provide directly, such as when you submit the contact form or request a quote: name, company, job title, email address, phone number, country, and the content of your message.
  • Information collected automatically, such as IP address, browser type, device information, pages visited, and referring URLs, via cookies and similar technologies (see Section 6).
  • Information from third parties: [CONFIRM: e.g. if a CRM, marketing automation tool, or agent/reseller shares lead data with VAKI, describe it here.]

3. How we use your personal data

We use personal data to:

  • Respond to enquiries and quote requests submitted through the Site
  • Provide, maintain and improve our products and services
  • Communicate with existing and prospective customers about products, service and support
  • Analyze Site usage to improve content and user experience
  • Comply with legal obligations

4. Legal basis for processing (EEA/UK visitors)

Where the GDPR or UK GDPR applies, we rely on the following legal bases:

  • Contract: to respond to your enquiry or fulfil a request for a quote
  • Legitimate interests: to operate, secure and improve the Site, and to follow up on business enquiries
  • Consent: for non-essential cookies and any marketing communications you opt into
  • Legal obligation: where processing is required by law

5. Sharing your data

We do not sell personal data. We may share personal data with:

  • Service providers who process data on our behalf (e.g. hosting, analytics, form-handling) under appropriate data processing agreements
  • VAKI's regional sales and service partners in [HQ Iceland / Norway / Chile / Scotland: CONFIRM final list, see Key Decisions §2] to respond to a quote or service request routed to them
  • Authorities, where required by law

[CONFIRM: name the specific hosting provider, analytics provider (e.g. Google Analytics 4), and form-handling service actually used on the live site, once built.]

6. Cookies and similar technologies

The Site uses cookies to operate correctly, remember preferences, and understand how visitors use the Site. [CONFIRM AND LIST: strictly necessary cookies, analytics cookies (e.g. Google Analytics 4, see Key Decisions Q9), and any marketing/advertising cookies actually deployed, once the new site's tracking setup (OPT-1173) is finalized.] Where required, we will ask for your consent before setting non-essential cookies via a cookie banner.

7. International data transfers

[CONFIRM: if data is processed or stored outside the EEA/Iceland, e.g. by a hosting or analytics provider, describe the transfer mechanism used, such as Standard Contractual Clauses.]

8. Data retention

We retain personal data only as long as necessary for the purposes described in this policy, or as required by law. [CONFIRM SPECIFIC RETENTION PERIODS once VAKI's actual practice is defined.]

9. Your rights

Subject to applicable law (including the GDPR for visitors in the EEA), you may have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data
  • Object to or restrict certain processing
  • Request data portability
  • Withdraw consent at any time, where processing is based on consent
  • Lodge a complaint with your local data protection authority ([e.g. the Icelandic Data Protection Authority, Persónuvernd, for Iceland, CONFIRM relevant authority/authorities])

To exercise any of these rights, contact us via the Contact page.

10. Children's privacy

The Site is intended for business audiences and is not directed at children. We do not knowingly collect personal data from children.

11. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision.

12. Contact us

Questions about this Privacy Policy can be directed to us via the Contact page. [Add a direct email address here once Key Decisions Q4 is resolved.]