GDPR Compliance

Last updated: January 9, 2025

1. Our Commitment to GDPR

Kolvyx is committed to protecting your personal data and respecting your privacy rights under the General Data Protection Regulation (GDPR). This page explains how we comply with GDPR requirements and what rights you have regarding your personal data.

2. Legal Basis for Processing

We process your personal data based on the following legal grounds:

Consent (Article 6(1)(a))

  • Marketing communications
  • Optional features and services
  • Cookies and tracking technologies

Contract Performance (Article 6(1)(b))

  • Account creation and management
  • Service delivery
  • Payment processing
  • Customer support

Legitimate Interest (Article 6(1)(f))

  • Service improvement and analytics
  • Security and fraud prevention
  • Business operations

Legal Obligation (Article 6(1)(c))

  • Tax and accounting requirements
  • Regulatory compliance
  • Law enforcement requests

3. Your Rights Under GDPR

As a data subject, you have the following rights:

Right of Access (Article 15)

You have the right to obtain confirmation that we are processing your personal data and access to that data.

Right to Rectification (Article 16)

You have the right to have inaccurate personal data corrected and incomplete data completed.

Right to Erasure (Article 17)

You have the right to have your personal data deleted in certain circumstances, including:

  • The data is no longer necessary for the original purpose
  • You withdraw consent and there's no other legal basis
  • The data has been unlawfully processed
  • Erasure is required for legal compliance

Right to Restrict Processing (Article 18)

You have the right to restrict processing of your personal data in certain situations.

Right to Data Portability (Article 20)

You have the right to receive your personal data in a structured, commonly used format and transmit it to another controller.

Right to Object (Article 21)

You have the right to object to processing based on legitimate interests or for direct marketing purposes.

Rights Related to Automated Decision-Making (Article 22)

You have the right not to be subject to decisions based solely on automated processing, including profiling.

4. How to Exercise Your Rights

To exercise any of your GDPR rights, you can:

  • Use the privacy controls in your account settings
  • Contact us directly at privacy@kolvyx.com
  • Submit a request through our support system

Identity Verification

To protect your privacy, we may need to verify your identity before processing your request. We will respond to your request within one month, or inform you if we need additional time.

No Cost

Exercising your rights is generally free of charge. However, we may charge a reasonable fee for excessive or repetitive requests.

5. Data Protection Measures

Technical Safeguards

  • Encryption of data in transit and at rest
  • Access controls and authentication
  • Regular security assessments
  • Secure data centers and infrastructure

Organizational Measures

  • Privacy by design and by default
  • Staff training on data protection
  • Data processing agreements with vendors
  • Regular policy reviews and updates

Data Breach Response

In the event of a data breach, we will:

  • Notify supervisory authorities within 72 hours
  • Inform affected individuals without undue delay
  • Take immediate steps to contain the breach
  • Conduct a thorough investigation

6. International Data Transfers

When we transfer your personal data outside the European Economic Area (EEA), we ensure appropriate safeguards are in place:

Adequacy Decisions

We may transfer data to countries with adequacy decisions from the European Commission.

Standard Contractual Clauses

We use Standard Contractual Clauses approved by the European Commission for transfers to countries without adequacy decisions.

Additional Safeguards

  • Technical measures like encryption
  • Organizational measures and policies
  • Regular monitoring and audits

7. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected:

Account Data

  • Active accounts: Retained while account is active
  • Closed accounts: Deleted within 90 days unless legal obligations require retention

Transaction Data

  • Financial records: 7 years for tax and accounting purposes
  • Campaign data: 3 years for business purposes

Marketing Data

  • Consent-based: Until consent is withdrawn
  • Legitimate interest: Regularly reviewed and deleted when no longer necessary

8. Children's Data

Our services are not intended for children under 16 years of age. We do not knowingly collect personal data from children under 16. If we become aware that we have collected such data, we will delete it immediately.

9. Supervisory Authority

You have the right to lodge a complaint with a supervisory authority if you believe we have not complied with GDPR requirements. You can contact:

  • Your local data protection authority
  • The supervisory authority in your country of residence
  • The supervisory authority where the alleged infringement occurred

10. Data Protection Officer

We have appointed a Data Protection Officer (DPO) to oversee our data protection activities. You can contact our DPO at:

  • Email: dpo@kolvyx.com
  • Address: [DPO Address]

11. Updates to GDPR Compliance

We regularly review and update our GDPR compliance measures. Any significant changes will be communicated through our Privacy Policy updates and direct notifications where required.

12. Contact Us

For any questions about our GDPR compliance or to exercise your rights, please contact us:

  • Email: privacy@kolvyx.com
  • DPO Email: dpo@kolvyx.com
  • Address: [Company Address]
  • Phone: [Company Phone]