Privacy Notice

Who we are

The data controller is Osaühing Kwintex (short form: Kwintex OÜ), Estonian registry code 11190699, registered at Tartu mnt 21c, 41538 Jõhvi linn, Jõhvi vald, Ida-Viru maakond, Estonia. For any privacy question, write to info@kwintex.ee or call +372 529 1678.

We have not appointed a Data Protection Officer because our processing does not meet the threshold for mandatory appointment under GDPR Article 37 — we are a small manufacturer, we do not engage in large-scale monitoring, and we do not process special categories of personal data.

What personal data we collect

We collect only what you give us through the quote-request form or by writing to us directly. That typically includes:

• Your name and (optionally) your company name
• Your email address
• Your phone number, if you provide one
• The contents of your message and any files you attach (technical drawings, specifications, reference images)

We do not place tracking cookies, we do not use IP addresses for analytics, profiling, or advertising purposes, and we do not run behavioural advertising on this site. Standard server access logs may be retained by our hosting provider for security and troubleshooting (see Who has access).

Why we use it (purposes)

• To reply to your enquiry and prepare a quote
• To take pre-contractual steps at your request — drafting specifications, sample work, scheduling production
• To fulfil any contract that follows from your enquiry
• To comply with our own legal obligations (accounting, tax, statutory record-keeping)

Legal basis for processing

Under GDPR Article 6, we rely on the following legal bases:

• Article 6(1)(b) — performance of a contract or pre-contractual measures taken at your request, for quote and order handling.
• Article 6(1)(c) — compliance with legal obligations, where Estonian law requires us to retain certain records.
• Article 6(1)(f) — our legitimate interest in responding to business enquiries and operating a basic contact channel.

Who has access to your data

Only Kwintex OÜ staff who need to handle your enquiry can see your data. We do not sell, rent, or share your personal data with marketing partners or any third party for their own purposes.

Our current third-party service provider is:

• Wavecom AS (Tallinn, Estonia) — provides web hosting and the email service for info@kwintex.ee. Your message is stored on Wavecom infrastructure as long as it remains in the inbox.

We may also disclose data when required by Estonian or EU law — for example, on a lawful request from a public authority or court order.

Where your data is stored

All personal data is stored on servers located in Estonia, operated by Wavecom AS. We do not intentionally transfer personal data outside the European Economic Area (EEA). Based on information currently provided by our service providers, personal data is hosted within the EEA; if that changes — for example, through a future processor selection that involves transfer to a third country — we will update this notice and apply appropriate GDPR Chapter V transfer safeguards.

How long we keep your data

We periodically review enquiry communications and aim not to retain them longer than reasonably necessary for business purposes. If your enquiry becomes a customer relationship, the underlying data is kept for the duration of that relationship plus the statutory accounting period required under Estonian law (currently seven years, per the Accounting Act).

After the retention period, we delete or anonymise the data unless we have an active legal obligation to keep it longer.

Cookies

kwintex.ee does not currently use analytics, advertising, or tracking cookies. The site may use strictly necessary technical cookies required for security, load balancing, or form functionality. Strictly necessary cookies do not require consent under applicable Estonian and EU law, and they do not identify you personally.

Automated decision-making

We do not use automated decision-making or profiling within the meaning of GDPR Article 22.

Your rights

Under the GDPR, you have the right to:

• Request access to the personal data we hold about you
• Ask us to correct inaccurate or incomplete data
• Ask us to erase your data ("right to be forgotten")
• Ask us to restrict processing in certain circumstances
• Object to processing based on our legitimate interests
• Receive your data in a structured, machine-readable format (data portability)
• Withdraw any consent you previously gave, without affecting the lawfulness of processing before withdrawal

To exercise any of these rights, write to info@kwintex.ee. We will respond within one month, as required by GDPR Article 12(3). For security, we may ask you to confirm your identity before we fulfil a request.

Complaints

If you believe we have mishandled your personal data, you have the right to lodge a complaint with the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon):

• Tatari 39, 10134 Tallinn, Estonia
• info@aki.ee
• www.aki.ee

You may also complain to the supervisory authority in the EU country where you live or work, if that is more convenient for you. In addition, you have the right to seek a judicial remedy under GDPR Article 79 if you believe your rights under data protection law have been violated.

How we keep your data secure

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure, as required by GDPR Article 32. Data is held on Wavecom AS infrastructure in Estonia under their standard physical and network security controls. Access to the info@kwintex.ee mailbox is restricted to Kwintex staff who need it to handle your enquiry.

Changes to this notice

We may update this notice when our practices change or when the law requires it. The latest version is always available at kwintex.ee/privacy, with the effective date shown at the top.