Protecting the privacy and personal data of our website visitors, prospective customers, customers and business partners is an important priority for Via-Bag.

Through this Privacy Policy, we provide you with clear and transparent information regarding the personal data that may be collected through the via-bag.com website, the purposes and legal bases for processing, potential recipients, retention periods and your rights.

The Website is primarily of an informational and commercial nature, presenting the Company, its products and services and providing users with the ability to contact us or submit an expression of interest or request for quotation.

No online payments or online purchases are completed through the Website, unless such services are added in the future, in which case this Privacy Policy and the relevant Website notices will be updated accordingly before the relevant processing begins.

1. Data Controller

The Data Controller responsible for the personal data collected through the Website is:

—BAGIAKAKOS KONSTANTINOS IOANNIS

28 OKTOBRIOU 33 

THESSALONIKI 54642

trading as Via-Bag

Registered office / Address: 33 28th Oktovriou Street, 54642 Thessaloniki, Greece
Telephone: +30 2310 840 111
Email: [email protected]
Tax Identification Number: [●]
G.E.MI. Registration Number: [●]

For any matter relating to the processing of your personal data or the exercise of your rights, you may contact the Company using the details above.

2. Who This Privacy Policy Applies To

This Privacy Policy applies to individuals who:

• visit or use the Website;
• contact us through the contact form;
• request information or a quotation regarding products or services;
• act as representatives, employees or contact persons of existing or prospective corporate customers;
• subscribe, where this option is available, to the Company’s newsletter;
• use any specific electronic forms that may be added to the Website.

The Website and Via-Bag’s services are primarily intended for businesses and professionals and have not been designed specifically for children.

3. Personal Data We Collect

The personal data we collect depends on the way in which you use the Website and communicate with us.

3.1 Contact Form

When you submit a request through the contact form, we may collect:

• first name;
• last name;
• email address;
• telephone number, where requested or voluntarily provided;
• the content of your request or message;
• any other information that you choose to include in your message.

This information is used to receive, assess and respond to your request.

Please do not include in free-text communication fields any information that is not necessary for your request, particularly special categories of personal data, such as health information, biometric data, information concerning political or religious beliefs or other particularly sensitive information, unless we have expressly requested such information and there is a lawful basis for doing so.

3.2 Quotation Requests and Commercial Enquiries

When you request information or a quotation regarding products, customised products or other Via-Bag services, we may also request information such as:

• company name;
• professional role or job title;
• business contact details;
• the company’s sector or business activity;
• products or services in which you are interested;
• indicative quantities;
• dimensions, materials or other technical specifications;
• details concerning printing or product customisation;
• information necessary for preparing a financial or technical quotation.

Only information that is appropriate and necessary for assessing the specific request will be collected.

3.3 Specific Forms

Via-Bag may in the future add specific online forms for particular products, services, customer categories or processes.

Depending on the purpose of the relevant form, additional information may be required for:

• properly identifying the applicant;
• ensuring the security of the communication or process;
• assessing a request;
• understanding specific business or technical needs;
• preparing a quotation;
• initiating or managing a potential commercial relationship;
• complying with a specific legal obligation.

In all cases, only data necessary for the relevant purpose will be collected.

Where required by the nature of the form or processing activity, the user will receive additional and more specific information at the time the data is collected.

3.4 Newsletter Subscription

Where Via-Bag provides the option to subscribe to its newsletter and you choose to subscribe, we may collect:

• your email address;
• your name, where requested;
• technical information regarding your subscription and its confirmation, to the extent necessary to document your choice.

This information is used to send updates regarding Via-Bag news, products, services, commercial proposals or other related activities.

Subscription is optional and you may unsubscribe at any time.

3.5 Technical Data Collected When Visiting the Website

When using the Website, limited technical information may be processed automatically, such as:

• IP address;
• date and time of access;
• device type;
• operating system;
• browser type and version;
• pages or files requested;
• technical logs;
• security information and error-diagnostic information.

Some of this information is necessary for the technical operation, security and protection of the Website.

The use of cookies and similar technologies is additionally governed by Via-Bag’s Cookie Policy.

4. Purposes and Legal Bases for Processing Personal Data

Depending on the circumstances, we process personal data for the following purposes:

A. Managing Contact Requests

To receive, assess and respond to enquiries that you send to us.

Processing may be based on:

• the need to take steps at your request prior to entering into a contract, where your request concerns a potential purchase or cooperation; or
• Via-Bag’s legitimate interest in managing its professional communications and responding to general business enquiries.

B. Preparing a Quotation or Potential Cooperation

To understand your requirements, assess technical or commercial needs and prepare an appropriate quotation.

Depending on the circumstances, the processing is based on taking steps at your request prior to entering into a contract and/or on our legitimate interest in managing our commercial activities.

C. Managing a Professional or Contractual Relationship

Where the initial contact leads to a commercial relationship, certain data may be further processed for the performance of the relevant contract, the management of the professional relationship or compliance with the Company’s legal obligations.

D. Sending Newsletters and Electronic Marketing Communications

Where required, newsletters and other electronic direct marketing communications are sent subject to your prior consent.

Where applicable law permits the use of contact details lawfully obtained in connection with a previous transaction for the promotion of similar products or services, such communications may be made subject to the applicable legal requirements and always with a clear, simple and free means of opting out.

E. Website Security and Proper Operation

For:

• protecting the Website and information systems;
• preventing or investigating malicious activity;
• resolving technical issues;
• ensuring the availability and integrity of systems.

This processing is carried out on the basis of our legitimate interest in protecting our infrastructure, systems and information.

F. Compliance with Legal Obligations

We may process or retain data where this is required under applicable tax, commercial, accounting or other legislation or following a lawful request from a competent authority.

G. Establishment, Exercise or Defence of Legal Claims

Where necessary, data may be retained or used to protect Via-Bag’s or third parties’ rights and legitimate interests.

5. The Contact Form Does Not Constitute Consent to Marketing

Sending a message through the contact form, submitting a quotation request or otherwise contacting Via-Bag does not automatically mean that you consent to receiving advertising or promotional communications.

Where consent is required for marketing or newsletter communications, it will be requested separately and clearly.

Any consent given is optional and may be withdrawn at any time, without affecting the lawfulness of processing carried out before its withdrawal.

6. Mandatory and Optional Fields

Where completion of a particular field is necessary in order for us to process your request, that field will be marked as mandatory.

If you do not complete a mandatory field, it may not be possible to submit or adequately process your request.

Optional fields are completed at your discretion.

Via-Bag aims to limit the information it requests to what is necessary for the relevant purpose.

7. Who May Have Access to Personal Data

Access to personal data is limited to authorised Via-Bag personnel or business partners who require the relevant information in order to perform their duties.

In addition, to the extent necessary, data may be processed by external service providers providing services such as:

• website hosting and IT infrastructure;
• technical support and website maintenance;
• email services;
• management of online forms;
• customer relationship management (CRM) systems, where used;
• newsletter and electronic communication services, where used;
• security and backup services;
• web analytics or other technologies, only to the extent and subject to the conditions permitted by applicable law;
• professional services, such as accounting, legal or consultancy services, where necessary.

External service providers acting as data processors are required to process personal data only in accordance with the relevant instructions and applicable data protection obligations.

Personal data may also be disclosed to public, administrative, supervisory or judicial authorities where required by law or pursuant to a lawful request.

Via-Bag does not sell personal data to third parties.

8. Transfers of Data Outside the European Economic Area

Depending on the services used by Via-Bag, certain technology service providers may process personal data in countries outside the European Economic Area.

Where such a transfer takes place, the measures required under applicable law will be implemented, including, as appropriate:

• transfers to countries for which the European Commission has adopted an adequacy decision;
• use of approved Standard Contractual Clauses;
• use of another lawful transfer mechanism;
• implementation of additional technical or organisational safeguards where required.

You may contact us for further information regarding the safeguards applied.

9. How Long We Retain Personal Data

Personal data is not retained for longer than necessary for the purpose for which it was collected.

In particular:

General Contact Requests

Information relating to a simple contact request is retained for as long as necessary to manage the request and for up to 12 months following the last substantive communication, unless there is a lawful reason to retain it for a longer period.

Quotation Requests / Pre-Contractual Communications

Relevant data is retained for the duration of the discussions and for up to 5 years following their conclusion where no business relationship is established, taking into account the need to document communications and any potential legal claims.

Where a commercial relationship is established, the necessary data may be incorporated into customer records and retained in accordance with the Company’s legal, tax, accounting and contractual obligations.

Newsletter

Contact details used for newsletter purposes are retained until you withdraw your consent or request that the relevant communications cease.

After unsubscribing, the minimum information necessary to document the withdrawal or prevent further messages from being sent to you may be retained to the extent permitted or required by law.

Technical Security Logs

Technical logs are retained for 12 months, unless longer retention is required in order to investigate a specific security incident.

At the end of the applicable retention periods, data is securely deleted or anonymised unless there is a legal obligation or another lawful reason to continue retaining it.

10. Newsletter and Right to Unsubscribe

If you subscribe to our newsletter, you may withdraw your consent and stop receiving relevant communications at any time:

• by using the unsubscribe link included in our emails; or
• by contacting us at [email protected].

Unsubscribing from the newsletter does not affect other necessary communications relating to an active request, quotation, order placed outside the Website, contract or existing commercial relationship.

11. Cookies and Similar Technologies

The Website may use cookies or similar technologies.

Strictly necessary cookies are used only to the extent required for the technical operation and security of the Website or to provide a service specifically requested by the user.

Cookies or similar technologies used for optional purposes, such as:

• traffic measurement and analysis;
• statistical analysis;
• advertising targeting;
• remarketing;
• behavioural tracking;
• third-party service functionalities,

are used only in accordance with applicable legal requirements and, where required, after you have provided your consent.

Optional cookies must not be activated before you make the relevant choice where consent is required.

Through the cookie management mechanism, you may select the categories you wish to allow, reject optional categories or subsequently change your choices.

More detailed information regarding cookies, their providers, purposes and duration is provided in Via-Bag’s Cookie Policy.

12. Automated Decision-Making and Profiling

Via-Bag does not currently use data collected through Website forms for solely automated decision-making that produces legal effects concerning you or similarly significantly affects you.

If this changes in the future, the information required under applicable law will be provided in advance.

13. Personal Data Security

Via-Bag implements appropriate technical and organisational measures according to the nature of the data and the associated risks in order to protect personal data against:

• unauthorised or unlawful access;
• loss;
• destruction;
• alteration;
• unauthorised disclosure;
• other unauthorised processing.

Security measures are reviewed and adjusted where necessary, taking into account technological developments, the nature of the processing and the associated risks.

No method of electronic transmission or storage can guarantee absolute security. For this reason, protecting personal data is an ongoing process.

14. Your Rights

Subject to applicable law and the relevant legal requirements, you may exercise the following rights:

Right of Access

You may request confirmation as to whether we process personal data concerning you and obtain access to that data and the relevant information.

Right to Rectification

You may request the correction of inaccurate personal data or the completion of incomplete information.

Right to Erasure

You may request the deletion of personal data concerning you where the legal requirements are met.

The right to erasure is not absolute and may, for example, not apply where retention is necessary for compliance with a legal obligation or for the establishment, exercise or defence of legal claims.

Right to Restriction of Processing

You may request restriction of processing in the circumstances provided for by law.

Right to Data Portability

Where applicable, you may receive personal data that you have provided to us in a structured, commonly used and machine-readable format or request that it be transmitted to another data controller.

Right to Object

You may object to processing based on legitimate interests on grounds relating to your particular situation.

Where personal data is processed for direct marketing purposes, you have the right to object to such processing at any time.

Withdrawal of Consent

Where processing is based on your consent, you may withdraw that consent at any time.

Withdrawal does not affect the lawfulness of processing carried out before the consent was withdrawn.

To exercise any of the above rights, you may contact us at:

[email protected]

Additional information may be requested solely where necessary to reasonably verify the identity of the person making the request and prevent unauthorised disclosure of personal data.

15. Right to Lodge a Complaint

If you believe that the processing of your personal data infringes applicable data protection law, you have the right to lodge a complaint with the competent supervisory authority.

In Greece, the competent supervisory authority is the:

Hellenic Data Protection Authority (HDPA).

The right to lodge a complaint does not affect any other administrative or judicial remedy available to you.

16. Third-Party Links and Services

The Website may contain links to third-party websites or services, such as social media platforms or other external services.

Via-Bag does not control the independent privacy practices of such third parties.

We recommend that you review the relevant privacy policies before providing information to third-party websites or services.

17. Amendments to This Privacy Policy

Via-Bag may update this Privacy Policy where required due to:

• changes to the services or functionalities of the Website;
• the addition of new online forms or processes;
• changes to the technologies used;
• changes to business partners or service providers;
• changes to the way personal data is processed;
• legislative or regulatory developments.

The version in force from time to time will be published on the Website and will indicate the date on which it was last updated.

Where a change materially affects the way in which we process personal data already collected, appropriate notice will be provided before the change is implemented, where required.

Where consent is required by law for a new processing activity, such consent will be requested separately and before the relevant processing begins.

The mere publication of a new version of this Privacy Policy does not constitute the user’s consent to new processing where the law requires prior consent.

18. Applicable Data Protection Framework

Personal data processed in connection with the Website is handled in accordance with the applicable European Union and Greek data protection legislation in force from time to time, including in particular:

• Regulation (EU) 2016/679 — General Data Protection Regulation (GDPR);
• Greek Law 4624/2019, as amended and in force from time to time;
• Greek Law 3471/2006 on the protection of privacy in electronic communications, as amended and in force from time to time;
• any other applicable provisions relating to personal data protection and privacy.

19. Contact

For any questions regarding this Privacy Policy or the way in which Via-Bag processes personal data, you may contact us at:

BAGIAKAKOS KONSTANTINOS IOANNIS  / Via-Bag
33 28th Oktovriou Street
54642 Thessaloniki, Greece
Tel.: +30 2310 840 111
Email: [email protected]