Privacy Policy (EU Regulation 2016/679 - GDPR)

Effective Date: [Effective Date - e.g., November 20, 2025]

1. Introduction

Welcome to Wikipoint. Your privacy is critically important to us. This Privacy Policy describes what personal data we collect, how we use it, with whom we share it, and your rights regarding the processing of your personal data, in compliance with the General Data Protection Regulation (EU) 2016/679 (GDPR).

By using our services and website, you consent to the collection and use of information as described in this policy.

2. Data Controller

The Data Controller for personal data processing is:

[Your Full Legal Company Name]
[Full Address]
Email: [Privacy Contact Email]
Phone: [Optional Phone/Fax Number]

3. Types of Data Collected

We collect different types of personal data to provide and improve our services:

Data provided voluntarily by the user:
- Contact/Booking Forms: First name, last name, email address, company name (optional), message/request, privacy consent. This data is collected via forms on our pages (e.g., landing pages "fashion1", "automotive1", static pages) and stored in our `ts_submissions` data collection.
- Newsletter Signup: Email address provided via specific forms (e.g., footer).
- AI Assistant Interactions (if applicable): Conversation content, feedback provided.
Automatically collected data (Browsing and Usage Data):
- Internal Logs (SUBM01 API): We collect information about your interactions with the site, such as page views (`pageView`), clicks on interactive elements (`ctaClick`), time spent on page (`timeOnPage`), success or failure of form submissions (`formSubmissionSuccess`, `formSubmissionError`), and specific events like meeting scheduling via Calendly (`calendlyEventScheduled`). These logs include contextual data like: page identifiers (`pageId`, `slug`, `templateId`), visited URL, referring URL (`referrer`), session (`sessionId`) and user (`userId`, including for guest/unregistered users) identifiers, UTM parameters (`utmSource`, `utmMedium`, etc.) if present, and potentially aggregated technical information about the browser or device. This data is stored in our `ts_submissions` collection.
- Google Analytics: We use Google Analytics 4 (GA4) to analyze website traffic. Google Analytics collects information such as IP address (often anonymized), browser type, operating system, pages visited, time spent, interactions (clicks), and potential aggregated demographic data (if enabled). This data is processed by Google according to their privacy policy.
- Session Data (`AuthService`): To manage your session, we use unique identifiers (`sessionId`, `userId` for guests and registered users) and store your language preference (`language`) selected via the language selector. If you are a registered user, we may associate this data with your profile (`username`, `email`, first name, last name). This information is primarily managed in the browser (e.g., localStorage) and potentially synchronized with our user database.
Data from Third Parties:
- Calendly (`uic-calendly-embed`): If you use our Calendly widget to book an appointment, you provide data directly to Calendly (name, email, answers to questions). We receive notification of the scheduled event (`calendly.event_scheduled`) and log the event payload (which may include some data provided to Calendly) in our `ts_submissions` collection associated with the configured `dataSetId`. Data processing by Calendly is subject to their privacy policy.
Cookies: We use necessary technical cookies for site operation (e.g., session management) and analytical cookies (Google Analytics) to monitor site usage. For more details, please see our Cookie Policy [INSERT LINK TO SEPARATE COOKIE POLICY IF AVAILABLE, OTHERWISE DETAIL HERE].

4. Purposes of Processing

Your personal data is processed for the following purposes:

Service Provision: To respond to your requests submitted via contact forms, manage bookings made via Calendly, enable browsing and use of the site and its features (e.g., session management, language preference).
Communications: To send you confirmation emails following form submission or appointment booking (if configured) and to respond to your inquiries.
Analysis and Improvement (Legitimate Interest): To analyze website usage via our internal logs and Google Analytics to understand user interactions, improve the browsing experience, optimize content, evaluate campaign effectiveness, and resolve technical issues.
Marketing (With Consent, where applicable): To send you newsletters or promotional communications, only if you have provided explicit consent (e.g., via newsletter signup).
Compliance with Legal Obligations: To comply with obligations established by law, regulation, EU legislation, or an order from an Authority.
Security: To ensure site security and prevent fraud or abuse.

5. Legal Basis for Processing

The processing of your personal data is based on the following legal grounds:

Consent: For sending newsletters, for the use of non-essential cookies (like third-party analytics, managed via cookie banner/preferences), and for processing data voluntarily provided via forms (providing the data is necessary to fulfill the request). Consent for forms is implied by the voluntary action of submitting after reviewing this policy.
Performance of a Contract or Pre-contractual Measures: To provide requested services (e.g., responding to a contact request, managing a Calendly booking for registered users or those requesting a specific service).
Legitimate Interest of the Controller: For anonymous or aggregated statistical analysis of site usage (internal logs, Google Analytics with appropriate anonymization/IP masking configurations), ensuring site security, and technical management of user sessions (including guests) necessary for service operation.
Compliance with a Legal Obligation: Where processing is necessary to comply with legal obligations to which we are subject.

6. Processing Methods and Storage Period

Data processing is carried out using IT and telematic tools with logic strictly related to the purposes indicated and, in any case, in such a way as to guarantee the security and confidentiality of the data. We adopt appropriate technical and organizational security measures to prevent data loss, illicit or incorrect use, and unauthorized access.

Personal data will be kept for the time strictly necessary to achieve the purposes for which they were collected:

Data provided via contact/booking forms will be kept for the time necessary to manage the request and for any subsequent legal or contractual obligations.
Aggregated browsing data and internal logs for statistical purposes are kept for a limited period (e.g., 26 months), after which they are anonymized or deleted.
Data collected by Google Analytics is subject to Google's retention terms.
Data for marketing purposes (newsletter) will be kept until consent is withdrawn.

At the end of the retention period, personal data will be deleted or anonymized.

7. Data Communication and Disclosure

Your personal data may be communicated to:

Internal personnel authorized to process data.
Third-party service providers acting as Data Processors (pursuant to Art. 28 GDPR) on our behalf (e.g., hosting providers, email sending services, analytics platforms, booking services). We have specific agreements (DPAs) with these providers to ensure data protection.
Judicial or administrative authorities, for the fulfillment of legal obligations.

Your personal data will not be disclosed.

Specific third parties used include:

AWS (Amazon Web Services): For hosting the application infrastructure and databases. Our main servers are located in Germany (Frankfurt), within the European Economic Area (EEA).
Google Analytics: For web traffic analysis. Google may process data in the United States or other countries, based on Standard Contractual Clauses or other appropriate legal bases.
Calendly: For appointment scheduling. Data processing by Calendly is governed by their privacy policy.

8. International Data Transfers

The management and storage of personal data will take place on servers located within the European Union, specifically in Germany at our hosting provider AWS. Data will not be transferred outside the European Union, except for data processed by Google Analytics and Calendly, whose transfers are governed by their respective privacy policies and GDPR-compliant transfer mechanisms (e.g., SCCs).

9. Cookie Policy

Our site uses technical and analytical cookies. Technical cookies are necessary for the proper functioning of the site. Analytical cookies (Google Analytics) help us understand how visitors interact with the site. Your prior consent is required for the installation of third-party analytical cookies. For detailed information on the use of cookies and how to manage them, please consult our Cookie Policy [INSERT LINK TO SEPARATE COOKIE POLICY IF AVAILABLE].

10. Data Subject Rights

As a data subject, you have the rights set forth in Articles 15-22 of the GDPR, specifically the rights to:

Obtain confirmation as to whether or not personal data concerning you exists (right of access).
Obtain information about the source of the personal data, the purposes and methods of processing, the logic applied in case of processing carried out with the aid of electronic tools, the identification details of the controller, processors, and the subjects or categories of subjects to whom the personal data may be communicated.
Obtain the updating, rectification or, when interested, integration of the data (right to rectification).
Obtain the erasure, transformation into anonymous form or blocking of data processed unlawfully, including data whose retention is unnecessary for the purposes for which the data were collected or subsequently processed (right to erasure / right to be forgotten).
Obtain the restriction of processing concerning your data (right to restriction of processing).
Receive the personal data concerning you, which you have provided, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller without hindrance (right to data portability).
Object, in whole or in part, on legitimate grounds, to the processing of personal data concerning you, even if pertinent to the purpose of collection, and to the processing of personal data concerning you for the purpose of sending advertising materials or direct selling or for carrying out market research or commercial communication (right to object).
Lodge a complaint with the competent Data Protection Authority.

You can exercise your rights by sending a written request to the Data Controller at the contact details indicated in Section 2.

11. Changes to this Policy

We reserve the right to update this Privacy Policy at any time. Any changes will be posted on this page indicating the new effective date. We encourage you to periodically review this section for any updates.

12. Contact Information

For any questions or requests regarding this Privacy Policy or the processing of your personal data, you can contact us using the details provided in Section 2 (Data Controller).

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