Data Policy

1. General Information

Compliance with data protection laws is not only a legal obligation for Examined.systems OÜ, but also a crucial matter of trust. The following provisions explain what personal data we collect from you when you visit our website, how we process this data, and what rights you have in connection with this processing.

2. Responsibility for Data Processing

Examined.systems OÜ, Sepapaja tn 6, 15551 Tallinn, Estonia, (hereinafter referred to as: “We”), as the operator of the website https://www.examined.systems, is the controller pursuant to Art. 4 No. 7 of the EU General Data Protection Regulation (GDPR). If you have any questions, please contact info(ät)examined.systems.

3. Legal Framework

Our data processing is primarily conducted under the EU General Data Protection Regulation (GDPR). This policy outlines the types of personal data we collect and the legal bases for processing that data.

4. Data Collection & Processing

Visitor Data: We collect data automatically when you visit our website. This includes details such as your IP address, browser type, device information, and other usage data.

Newsletter Subscription: When you subscribe to our newsletter or submit our contact form, we collect the following information: First name and surname, Email address, Phone number, Company website URL, Company name.

This data is collected solely for the purpose of providing information about our services, marketing our offerings, and enabling potential clients to book a call with us.

5. Purpose of Data Processing

We process your data for the following purposes:

Service Provision: To showcase our services and provide information to interested companies.

Sales & Marketing: To communicate with you about our offerings and to facilitate client inquiries.

Analytics: To understand how visitors use our website and to optimize our services.

6. Legal Basis for Processing

For the processing of data collected via website usage and newsletter subscriptions, the legal basis is:

  • Consent: (Art. 6(1)(a) GDPR) – When you subscribe to our newsletter or otherwise provide your information.
  • Legitimate Interest: (Art. 6(1)(f) GDPR) – For ensuring the proper functioning of our website, improving our services, and communicating with you regarding our offerings.

7. Third-Party Services

To support our operations and improve our services, we use the following third-party services:

  • Google Analytics: For website analytics.
  • Webflow: For hosting and content management.
  • Hotjar: For analytics to better understand user behavior.
  • Weglot: For translation services to offer our content in multiple languages.
  • Notion: As our CRM system to manage client and subscription data.

Each service provider processes the transmitted data in accordance with their own privacy policies and data protection standards.

8. Social Media Integration

We maintain an online presence on platforms including LinkedIn and Substack. When you interact with our content on these platforms, please be aware that your data may be processed by the respective platform providers according to their privacy policies.

9. Data Retention

Your personal data is stored only as long as necessary for the purposes outlined above. Specifically:

  • Data collected via our newsletter subscription form will be retained for as long as you remain subscribed or until you exercise your right to erasure.
  • Usage data from website visits is stored temporarily for analytical purposes and is deleted or anonymized after a limited period.

10. User Rights

As a data subject, you have the following rights regarding your personal data:

  • Right to Information: Request details on the categories of data processed, processing purposes, storage duration, and any third-party recipients.
  • Right to Rectification and Erasure: Request correction or deletion of inaccurate or incomplete data.
  • Right to Restrict Processing: Request limitations on how your data is processed.
  • Right to Object: Object to data processing based on our legitimate interest.
  • Right to Withdraw Consent: Revoke your consent at any time for future processing.
  • Right to Data Portability: Request your data in a commonly used and machine-readable format.
  • Right to Not Be Subject to Automated Decision-Making: Request human intervention where decisions are made solely on automated processing.

If you wish to exercise any of these rights, please contact us using the details provided above.

11. Security Measures

We employ technical and organizational measures to protect your data against unauthorized access, alteration, disclosure, or destruction. Although data transmitted over the internet is protected by encryption (e.g., TLS), we cannot guarantee absolute security.

12. Changes to This Policy

We reserve the right to update or modify this policy at any time. Any changes will be communicated on our website, and where required by law, we will obtain your consent.

Last Updated: 29.03.2025