Romantyczka

Business Privacy Policy

Last updated: December 2025

1. Introduction

Romantyczka ("we", "our", "us") is committed to protecting your privacy and ensuring transparency about how we handle your personal data. This policy explains our practices when you visit our website, use our IT services, or receive emails from us. We comply with applicable laws including the General Data Protection Regulation (GDPR), the UK GDPR, and the ePrivacy Directive.

2. Information We Collect & Legal Bases

We collect and process the following categories of information, and rely on these legal bases:

• Contact details (name, email, phone, company): Processed based on legitimate interest to respond to inquiries and provide services, or contractual necessity when you engage us.
• Technical data (IP address, browser, device info, cookies): Processed based on legitimate interest to improve website functionality and security. For non-essential cookies, we obtain consent.
• Service data (system logs, configuration details, support tickets): Processed to perform our contract with you and deliver IT services.
• Email interaction data (opens, clicks, replies): Processed based on legitimate interest to improve our email communications and ensure deliverability.

3. How We Use Your Information (Controller Responsibilities)

As the Data Controller, we use your information for the following purposes:

• Delivering and managing IT support, cloud, cybersecurity, and network services.
• Sending service-related emails (invoices, updates, alerts) – a link to this Privacy Policy is included in every commercial email we send, as required by Mailgun's Acceptable Use Policy.
• Responding to contact form submissions and support requests.
• Improving website user experience and service performance.
• Complying with legal obligations and enforcing our agreements.

4. International Data Transfers (Mailgun & Third-Party Processors)

We use Mailgun (a Sinch company) to send transactional and marketing emails. Mailgun is located in the United States. To ensure your data is protected when transferred outside the European Economic Area (EEA) or UK, we rely on:

• Standard Contractual Clauses (SCCs) approved by the European Commission, which provide adequate safeguards for personal data transferred to the US.
• Additional security measures as required by law.

Other third-party processors (cloud hosting, support platforms) may also involve international transfers. In all cases, we ensure appropriate safeguards are in place.

5. Data Security – Technical & Organizational Measures

We implement robust security measures to protect your data, including:

• Encryption in transit: TLS 1.2+ for all website traffic (HTTPS) and email communications.
• Encryption at rest: AES-256 for stored personal data where feasible.
• Access controls: Strict role-based access to personal data, with multi-factor authentication required for all staff.
• Regular security assessments: Vulnerability scans and penetration tests at least annually.

6. Data Retention – Specific Timeframes

We retain personal data only as long as necessary:

• Contact form submissions: Retained for 12 months, then deleted unless they lead to a customer relationship.
• Customer service data: Retained for the duration of our contract plus 3 years to handle potential disputes or legal requirements.
• Email interaction data: Retained for 24 months to analyze engagement and maintain sender reputation.
• Backups: Retained for up to 90 days, then securely overwritten.

7. Your Rights as a Data Subject

Under data protection law, you have the right to:

• Request access to your personal data (subject access request).
• Request correction of inaccurate or incomplete data.
• Request erasure ('right to be forgotten') in certain circumstances.
• Request restriction of processing.
• Object to processing based on legitimate interests.
• Request data portability.

To exercise these rights, please contact us at privacy@romantyczka.eevitetoday.org. We will respond within 30 days. If you are unsatisfied, you may lodge a complaint with your local supervisory authority (e.g., ICO in the UK).

8. Cookies & Email Tracking

Our website uses essential cookies (no consent required) and optional analytical cookies (consent requested via banner). Emails we send may include tracking pixels to detect open rates and click-throughs – this helps us measure engagement. You may disable image loading in your email client to prevent tracking.

9. Third-Party Links & Processors

Our website may link to external sites. We are not responsible for their privacy practices. We use the following categories of processors:

• Email delivery: Mailgun (Sinch) – their policy
• Cloud hosting: [e.g., AWS / Azure] – EU data centers with SCCs in place.
• CRM & support tools: [e.g., Salesforce, Zendesk] – compliant with GDPR.

10. Mailgun Compliance – Additional Commitments

To comply with Mailgun's business verification and Acceptable Use Policy, we confirm that:

• Every commercial and marketing email sent via Mailgun will contain a clear link to this Privacy Policy.
• We maintain accurate sender and unsubscribe information in accordance with CAN-SPAM and CASL.
• We will promptly handle any abuse or data protection complaints.

11. Changes to This Policy

We may update this Privacy Policy periodically. The "last updated" date at the top indicates the latest revision. Material changes will be notified via email or a website notice.

12. Contact Us

Romantyczka (Data Controller)
Email: privacy@romantyczka.eevitetoday.org
Phone: +1 (415) 555-0123
Address: 123 Tech Avenue, Suite 100, San Francisco, CA 94105, United States

For data protection inquiries, please contact our Data Protection Officer (DPO) at dpo@romantyczka.eevitetoday.org.