Privacy Policy

What data do we collect

We collect data that you provide when using our services (e.g., during registration, ordering, or communicating with us). This may include:

• Full name, email, contact details
• Account details (username, password)
• Transaction data (orders, payments via Viva Wallet)
• Technical data (cookies, IP address, browser, analytics)

Purpose of processing

We use this data for the following purposes:

• Account and order management
• Communication and customer service
• Statistics and service improvement
• Sending updates (only with your explicit consent)

Comments

When visitors leave comments on the site, we collect the personal data provided in the comment form, such as name, email and comment content. In addition, we record technical data, such as the IP address and browser type (user agent), exclusively for the prevention and handling of unwanted comments (spam) and to ensure the secure operation of the platform.

The processing of this data is strictly limited to the purposes described above, ensuring that the data is not used for other purposes without the user's consent.

Media

If you upload images or other media to the site, we recommend removing any embedded location data (EXIF GPS) before publishing them. Uploaded media may contain personal information, such as geographical location, which can be retrieved or extracted by third-party users.

Loudlink is not responsible for any leakage of personal or geographical data resulting from the upload of media by users.

Contact forms

The information you provide through contact forms is used exclusively for processing your requests and providing support. Personal data collected is retained for a period of six (6) months from the submission date and is not used for commercial promotion or marketing purposes.

Cookies

We use cookies to improve user experience and website functionality. Specifically, cookies are used for the following purposes:

• Essential functions: cookies necessary for the basic operation of the platform, such as account management (login) and storing products in the shopping cart.
• Statistics: cookies for analyzing website traffic and usage, such as through Google Analytics, with the aim of improving our services.
• Social media & Embeds, when available.

Analytics

Loudlink uses the Google Analytics service to collect anonymous website traffic data, with the aim of improving services and user experience. The collected data is anonymized and does not allow for direct user identification.

Data processing is carried out in accordance with GDPR. Users have the option to refuse tracking through cookie settings or their browser (opt-out).

For more information on how Google processes data, please refer to Google's Privacy Policy: https://policies.google.com/privacy

Who has access to the data

Access to data is granted exclusively to the authorized and absolutely necessary personnel of Loudlink, as well as to selected and trusted partners who support the operation of our services, to the extent required for the fulfillment of their duties. Specifically, we may share data with Viva for payment processing (Viva Privacy Policy: https://www.viva.com/el-gr/privacy-notice), with hosting providers, namely servers in Germany, as well as with Google Analytics for statistical analysis and service improvement purposes.

We do not sell or assign personal data to third parties for marketing purposes.

Data transfer outside the European Union

Data is hosted on servers in Germany. Should data transfer outside the European Union be deemed necessary, it is carried out exclusively through mechanisms compliant with GDPR, such as, by way of example, through Standard Contractual Clauses or other approved means, ensuring an adequate level of protection for the rights and freedoms of data subjects.

Data retention period

Loudlink retains personal data exclusively for the period necessary to fulfill the purposes for which it was collected, as well as for as long as required by applicable law. Specifically:

• Data submitted via contact forms is retained for a period of up to six (6) months from the submission date, unless further retention is required for processing a request or for legal reasons.
• Data collected for statistical analysis and service improvement purposes (analytics) is retained for a period of up to one (1) year.
• Data related to orders, invoicing, and payments is retained for a period of ten (10) years, in accordance with obligations arising from Greek tax and accounting legislation.

After the termination of cooperation and full settlement of any outstanding debts, data is deleted or anonymized, except for that which the company is obliged to retain based on legislative provisions or for the establishment, exercise, or support of legal claims.

In any case, after the expiration of the aforementioned periods, data is securely destroyed or rendered unidentifiable, in accordance with the principles of GDPR.

How we protect your data

We use:

• SSL encryption
• Two-factor authentication
• Internal security procedures
• GDPR training for staff

Data subject rights

According to GDPR, you have the following rights regarding your personal data:

• Right of access: to request information about the data we hold about you and to receive a copy thereof.
• Right to rectification: to request the rectification of inaccurate or the completion of incomplete personal data.
• Right to erasure ("right to be forgotten"): to request the erasure of your data, provided there is no legal obligation to retain it or other legitimate reason for processing.
• Right to restriction of processing: to request the restriction of processing of your data in specific cases provided by law.
• Right to object: to object to the processing of your data, especially when it is based on legitimate interest or carried out for direct marketing purposes.
• Right to data portability: to request to receive your data in a structured, commonly used, and machine-readable format or to transmit it to another controller, under the specific conditions of the law.
• Right to withdraw consent: when processing is based on your consent (e.g., for cookies or newsletters), you can withdraw it at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

To exercise any of the above rights, you can contact us via email at [email protected].

Data breach procedures

Loudlink has established strict procedures for recording, managing, and addressing personal data breaches. In the event of a serious breach, we are committed to immediately informing the competent supervisory authorities and, if required, the affected users within 72 hours of the incident's discovery.

Third parties from whom we receive data

For the provision of our services, we use specific trusted third-party processors:

• Viva: for secure payment processing (see the Viva Privacy Policy)
• Google Analytics: for collecting anonymized statistical data on platform usage

We do not collect personal data from other sources.

Automated processing & profiling

Loudlink does not apply automated decision-making or create user profiles for commercial promotion or marketing purposes. Any processing of personal data is carried out for purposes compatible with the law.

Regulatory compliance

Loudlink fully complies with the General Data Protection Regulation (GDPR – Regulation (EU) 2016/679) and all relevant national regulations.